Contracts
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Essentials
What is Zigaflow Contracts?
Zigaflow Contracts transforms how small and medium-sized businesses manage ongoing service agreements, maintenance contracts, and recurring commitments. Instead of tracking renewal dates in spreadsheets, chasing signatures over email, or scrambling to remember which customers are due for renewals, you get a complete contract management system built directly into your business operations.
When you manage service contracts in Zigaflow, you're not just storing documents in a folder somewhere. You're creating living agreements that connect to your entire business system. Set up a maintenance contract, and Zigaflow automatically generates jobs and invoices based on your contract terms. A renewal date approaches, and the system sends automated reminders weeks in advance so you never lose recurring revenue to forgotten deadlines. Need a signature? Send it electronically with full tracking and legal validity.
This isn't enterprise contract software that requires a legal team to operate. Zigaflow Contracts is designed for businesses that need to manage dozens or hundreds of ongoing service agreements without hiring contract administrators. Use customizable templates to create new contracts in minutes, not hours. Track every contract's status through its lifecycle. Monitor compliance with your terms. Generate reports showing which contracts are up for renewal, which customers haven't renewed, and where your recurring revenue stands.
For businesses running HVAC maintenance, equipment servicing, subscription deliveries, or any recurring work, managing contracts properly means the difference between predictable revenue and constant firefighting. Zigaflow connects your contracts directly to your scheduling, invoicing, and job management. When a contract renews, the work continues seamlessly. When a contract needs attention, you know about it before it becomes a problem.
Everything lives in one secure, centralized system. No more digging through email attachments to find contract terms. No more manually creating invoices from contract agreements. No more losing customers because you forgot their renewal was coming up. Just clean, organized contract management that actually works for how service businesses operate.
40%
Reduction in missed renewals when using automated contract tracking compared to manual spreadsheet systems
60%
Time saved on contract creation and management with template-based workflows and centralized storage
85%
Improvement in contract compliance and on-time renewals with automated reminder notifications
Lost Revenue from Forgotten Renewals
Problem:
You're running a service business with dozens of maintenance contracts, subscription agreements, and recurring service commitments. Some renew annually, others quarterly, a few are monthly. You've got renewal dates scattered across spreadsheets, sticky notes, and email reminders that somehow never quite work. Then it happens - you realize a valuable customer's contract expired three months ago, and they've moved on to a competitor. That's not just lost revenue for one renewal cycle. That's years of recurring business gone because a date slipped through the cracks.
Manual tracking fails at scale. When you're managing five contracts, a spreadsheet works fine. When you're managing fifty or five hundred, something always gets missed. You can't afford to lose recurring revenue because your tracking system consists of hoping someone remembers to check a spreadsheet.
Solution:
Zigaflow automatically tracks every contract renewal date and sends proactive reminders weeks before deadlines. Set how far in advance you want notifications - 30 days, 60 days, 90 days - and the system handles the rest. You see upcoming renewals on your dashboard. You get email alerts for contracts needing attention. Your team knows exactly which customers to contact for renewal discussions, with plenty of time to prepare proposals and lock in another term. The system won't let renewals slip through because it never forgets. Your recurring revenue stays protected because every renewal gets the attention it deserves.
Compliance Chaos and Missing Documentation
Problem:
You need to prove you have proper service agreements in place for insurance purposes. You need to show contract terms to resolve a customer dispute. You need to verify what you actually promised in that contract you signed eighteen months ago. Where's the document? Is it in email? Saved on someone's computer who left the company? Filed in a cabinet somewhere? You waste hours searching through multiple systems, shared drives, and personal folders trying to locate a single contract. Sometimes you never find it.
When contracts are scattered across email attachments, shared drives, and filing cabinets, you can't maintain proper compliance. You can't quickly reference terms when questions arise. You can't prove you have agreements in place when auditors or insurance companies come asking. It's not just inefficient - it's a genuine business risk.
Solution:
Zigaflow provides a centralized, searchable repository where every contract lives. Upload existing contracts or create new ones directly in the system. Attach supporting documents, notes, and amendments all in one place. Need to find a specific customer's service agreement? Search by customer name, contract type, or date range and pull it up instantly. Need to see all contracts with specific terms or pricing? Filter and find them in seconds. Every contract is automatically organized, tagged, and accessible. Team members with proper permissions can find what they need without asking around or digging through archives. Audits become simple. Compliance verification takes minutes instead of days.
Manual Contract Creation Takes Forever
Problem:
A customer wants to sign up for your monthly maintenance service. Great! Now you need to create a contract. You dig up last month's contract file, copy it, manually change all the customer details, update the dates, adjust the pricing, modify the service schedule, and hope you didn't miss anything that still references the previous customer. Twenty minutes later, you have a contract ready. Multiply that by every new service agreement you create, and you're spending hours each week on document creation instead of actual business growth.
Creating contracts from scratch or heavily editing previous versions is slow, error-prone, and inconsistent. Different team members might use different templates or include different terms. Legal language might get accidentally deleted. Pricing might not match your current rates because you're working from an outdated template.
Solution:
Zigaflow contract templates let you create professional, consistent agreements in minutes. Build templates once with your standard terms, pricing structures, and service schedules. When you need a new contract, select the appropriate template, fill in customer-specific details through simple form fields, and generate a complete agreement instantly. The template ensures every contract includes all necessary clauses, current pricing, and proper legal language. You can maintain multiple templates for different service types - monthly maintenance, annual agreements, warranty extensions - each pre-built with the right terms. New contracts go from concept to ready-to-send in two minutes instead of twenty.
Signature Chasing Email Tennis
Problem:
You've created the contract. You email it to the customer as a PDF. You wait. No response. You send a follow-up email. They reply saying they'll review it. More waiting. Finally, they say they're ready to sign. Do they print, sign, scan, and email it back? Do they need to mail you the original? Can they just type their name? You exchange six emails just trying to figure out the signature process. Meanwhile, the work can't start until the contract is signed, and this simple service agreement is dragging into its second week.
Email-based contract signing is slow, uncertain, and unprofessional. You can't track whether customers have actually opened and reviewed documents. You can't nudge them effectively. You end up losing deals because the friction of getting signatures is too high.
Solution:
Zigaflow's integrated e-signature capability sends contracts for signature with a single click. Customers receive an email with a secure link to review and sign the agreement electronically from any device. You see exactly when they opened it, how long they reviewed it, and when they signed. They sign with a few clicks - no printing, scanning, or mailing required. The signed contract automatically saves to the customer record with full legal validity and a complete audit trail. Contracts that used to take weeks to execute now close in hours. You can even send automated reminder notifications if someone hasn't signed within a certain timeframe, gently nudging the process along without manual follow-up.
No Visibility into Contract Performance
Problem:
How many active service contracts do you have? What's your total recurring revenue from contracts? How many contracts are expiring this quarter? Which contract types are most profitable? You think you know the answers, but you're guessing. Your contracts are managed individually - some in files, some in email, some on paper - with no way to see the big picture. You can't make informed decisions about pricing, services, or growth strategies because you don't have reliable data about your contract portfolio.
When each contract is an isolated document, you lose strategic insight. You can't identify trends. You can't forecast accurately. You can't optimize your service offerings because you're operating blind.
Solution:
Zigaflow gives you complete visibility into your entire contract portfolio through reporting and analytics. See all active contracts, total contract value, upcoming renewals, and contract status at a glance. Filter by contract type, service category, date range, or customer segment. Generate reports showing which services drive the most recurring revenue, which customers have the highest contract values, and where renewal rates are strong or weak. Track key dates and obligations across your entire contract portfolio. Use this intelligence to make data-driven decisions about pricing, service offerings, and customer retention strategies. Your contracts become a strategic asset with measurable performance metrics, not just documents in a file somewhere.
Disconnected from Your Actual Work
Problem:
You have a maintenance contract that requires quarterly service visits. Great! Now how do you make sure those visits actually happen? You manually create calendar reminders? You set up recurring tasks in another system? You trust your memory to schedule the work four times per year? And when you do the work, how do you invoice it? Create invoices manually referencing the contract terms? Copy pricing from the contract document into your billing system? This disconnect between your contracts and your actual operations creates constant friction and frequent errors.
Service contracts should drive your work, but when they live in isolation from your job management and invoicing, you end up duplicating effort and missing commitments. The contract says one thing, but your operations do something else, and customers notice the gap.
Solution:
Zigaflow Contracts connect directly to your job management and invoicing workflows. When you set up a maintenance contract with quarterly visits, the system can automatically generate scheduled jobs based on the contract terms. When those jobs complete, invoicing pulls pricing and terms directly from the contract agreement. You're not re-entering information or managing parallel systems - the contract flows naturally through your operations. Modify a contract's service schedule, and the related jobs update accordingly. Complete contract work, and it's automatically tracked against the agreement terms. Your contracts aren't isolated documents - they're integrated into how your business actually operates, ensuring what you promised gets delivered and billed correctly.
Can't Scale Contract Management
Problem:
When you had ten service contracts, managing them manually was annoying but doable. Now you're approaching fifty, aiming for a hundred, hoping for two hundred. The same spreadsheet-and-email approach that handled ten contracts is completely breaking down. You've already missed renewals. Your team is confused about which contracts need attention. Creating new contracts takes too long. You're spending more time managing your contract management process than actually delivering services. Growth is limited not by demand but by your inability to efficiently handle more agreements.
Manual processes don't scale. What works at small volume becomes impossible at medium volume. You need systems that can handle 100 contracts as easily as they handle 10.
Solution:
Zigaflow Contracts is built to scale with your business. Whether you're managing 20 contracts or 2,000, the system handles them with the same efficiency. Templates speed up creation regardless of volume. Automated reminders track thousands of renewal dates as reliably as they track ten. Search and filtering work just as fast with 1,000 contracts as with 100. Team permissions ensure the right people have access to the right contracts without creating management overhead. As your contract portfolio grows, Zigaflow's automation and organization keep everything running smoothly. You can confidently pursue growth knowing your contract management capabilities won't become a bottleneck.
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How it Works
Create Contract Templates
Start by building customizable contract templates for your common service agreements. Include standard terms, service schedules, pricing structures, and legal clauses specific to each contract type. Create templates for monthly maintenance, annual service agreements, warranty extensions, or whatever contracts your business regularly uses. These templates become your foundation for consistent, professional agreements. Set up form fields for customer-specific information like names, addresses, service locations, and custom terms. Once your templates are ready, creating new contracts becomes a simple form-filling exercise rather than document creation from scratch.
1
Generate and Customize Contracts
When you need a new contract, select the appropriate template and fill in customer-specific details. The system automatically populates standard terms while you customize service specifics, pricing, and schedules. Add any special conditions or amendments unique to this agreement. Attach relevant documents like service specifications or site requirements. The contract maintains your professional formatting and includes all necessary clauses without manual copy-pasting. Review the generated contract, make any final adjustments, and it's ready to send. What used to take 20 minutes now takes 2.
2
Send for E-Signature
Send the contract to your customer with integrated e-signature capability. They receive an email with a secure link to review and sign the agreement electronically from any device - computer, tablet, or phone. You see exactly when they open the contract, how long they review it, and when they sign. Set up automatic reminder emails for unsigned contracts so you're not manually following up. Once signed, the executed contract automatically saves to the customer record with a complete audit trail showing who signed, when, and from what IP address for legal compliance.
3
Set Up Automated Reminders
Configure renewal reminders for each contract based on your business needs. Set alerts for 90 days before expiration, 60 days, 30 days, or any timeline that works for your renewal process. The system automatically sends notifications to the assigned team members when contracts need attention. You can also set reminders for key dates, service milestones, or compliance obligations within the contract terms. These automated alerts ensure nothing slips through the cracks. You spend time acting on renewals and opportunities instead of manually checking spreadsheets for upcoming dates.
4
Track and Manage the Contract Lifecycle
Monitor all your contracts from a centralized dashboard showing active agreements, upcoming renewals, total contract values, and important dates. Search and filter by customer, contract type, renewal date, or any other criteria. Generate reports showing your contract portfolio performance, renewal rates, and recurring revenue. When contracts need amendments or extensions, create them directly in the system with proper version tracking. Connect contracts to your jobs and invoicing so service delivery and billing flow directly from agreement terms. Your contracts become active business tools, not static documents.
5
How do I create contract templates that work for multiple service types?
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Zigaflow allows you to create multiple contract templates, each tailored to specific service types or customer segments. Start by identifying your common agreement patterns - monthly maintenance, annual service contracts, one-time warranties, subscription services, etc. Create a separate template for each type with the standard terms, pricing structures, service schedules, and legal clauses specific to that agreement.
Within each template, you can set up dynamic fields that change based on customer-specific information while maintaining consistent core terms. For example, your HVAC maintenance template might have fixed terms around response times and service frequencies, but flexible fields for equipment types and site locations. Your cleaning service template might have standard liability clauses but variable service day selection.
The key is building templates around agreement types, not trying to create one universal template for everything. This ensures each contract includes exactly the right clauses and terms without forcing you to manually customize heavily for each new agreement. Most businesses find they need between three and eight templates to cover their common contract scenarios effectively.
Can I import existing contracts I've already signed with customers?
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Yes, you can upload existing contracts to Zigaflow to centralize your entire contract portfolio. This is important for getting all your agreements into one manageable system even if they were originally created elsewhere. You have two approaches depending on your needs.
For document storage and tracking, simply upload your existing contracts as PDFs or document files. Attach them to the appropriate customer records and add key information like contract type, start date, end date, renewal terms, and any other important details you want to track. This gets your contracts centralized and searchable even if they don't use your new templates.
For contracts you want to fully integrate with Zigaflow's automation features, you can recreate them using your templates while the original agreements are still active. This allows you to leverage automated renewal reminders, integrated job creation, and connected invoicing for ongoing contracts. Many businesses do this gradually, rebuilding contracts in Zigaflow as each one comes up for renewal.
You can also use Zigaflow's import capabilities to batch upload contract information from spreadsheets, allowing you to quickly get key data about many contracts into the system even before scanning and uploading all the physical documents.
What happens when a contract is about to expire?
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Zigaflow's automated renewal tracking ensures you never miss important contract expirations. You configure notification timelines based on how much lead time you need for renewal conversations - typically 30, 60, or 90 days before expiration dates.
When a contract approaches its renewal date, the system sends automated email notifications to assigned team members. You see upcoming renewals highlighted on your contracts dashboard. The customer record displays renewal status prominently. These reminders continue at intervals you set until the contract is either renewed or marked as non-renewing.
For the actual renewal process, you have flexible options. You can modify the existing contract to extend its term, create a new contract version with updated terms, or mark the contract as expired if the customer chooses not to renew. If you're offering modified terms or pricing for the renewal, generate a renewal proposal directly from the existing contract, preserving the history while presenting the new agreement for e-signature.
The system maintains complete contract history, so you always know whether a contract is in its original term, first renewal, second renewal, etc. This historical visibility helps with customer retention analysis and ensures you're honoring long-term customer commitments while appropriately adjusting terms over time.
How do contracts connect to jobs and invoicing in Zigaflow?
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This integration is where Zigaflow Contracts becomes powerfully different from standalone contract management tools. Your service contracts aren't isolated documents - they connect directly to your operational workflows.
For recurring service contracts, you can configure automatic job generation based on contract terms. A quarterly maintenance agreement automatically creates scheduled jobs for each quarter. A monthly service subscription generates jobs on the appropriate dates. These jobs pull service descriptions, pricing, and customer notes directly from the contract, ensuring consistency between what you promised and what you deliver.
When those contract-based jobs are completed, invoicing pulls pricing and terms directly from the contract agreement. If your contract specifies monthly billing at a fixed rate, the invoice generates automatically at the right amount on the right schedule. If you bill based on actual services rendered within contract terms, the completed job data flows to invoicing with contract pricing automatically applied.
This connected workflow eliminates duplicate data entry and reduces errors. You're not manually creating jobs from contract information or copying pricing into invoices. The contract drives the work, the work generates the billing, and everything stays synchronized. Modify a contract's terms, and related jobs update accordingly. Your entire service delivery and billing process flows from the agreements you've established.
Can multiple team members work with contracts, and how do permissions work?
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Zigaflow supports multi-user contract management with flexible permission controls to ensure the right people have appropriate access. Different team members play different roles in the contract lifecycle, and the system accommodates these varying needs.
You can assign user roles that control what actions people can take with contracts. Some team members might only need view access to reference contract terms when delivering services. Others need the ability to create new contracts from templates but not modify templates themselves. Contract administrators might have full access including template editing, contract creation, approval workflows, and system configuration.
For specific contracts, you can assign owners or responsible parties. This person receives renewal notifications, manages that contract's lifecycle, and serves as the primary point of contact for any issues. Other team members with appropriate permissions can still access and work with the contract, but ownership is clear.
The permission system also controls what contract information different users can see. Sensitive pricing details might be restricted to management and sales team members. Service delivery teams might see technical specifications and schedules without viewing financial terms. This granular control ensures people have the access they need for their roles without exposing sensitive information unnecessarily.
Audit trails track who created, modified, or accessed contracts, providing accountability and security. You can review complete histories of contract changes and user interactions for compliance or dispute resolution purposes.
What types of service businesses benefit most from contract management?
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Contract management delivers the most value for service businesses with recurring commitments and ongoing customer relationships. If your revenue model includes maintenance agreements, service subscriptions, or repeat work, organized contract management becomes essential as you grow.
HVAC, plumbing, electrical, and mechanical contractors who offer preventive maintenance contracts benefit immensely. These businesses often manage dozens or hundreds of agreements with different service frequencies, equipment types, and pricing structures. Automated tracking ensures every customer gets their scheduled maintenance while renewal reminders protect recurring revenue.
IT service providers, managed service providers, and SaaS companies with ongoing support contracts use contract management to track service level agreements, response time commitments, and renewal dates. Equipment maintenance companies servicing machinery, vehicles, or specialized equipment coordinate service schedules with contract terms.
Cleaning services, landscaping companies, and facility management businesses with recurring service agreements track contract scopes, service frequencies, and seasonal adjustments. Construction companies managing warranty periods, warranty work, and post-construction maintenance contracts maintain compliance and protect against expired coverage.
The common thread is recurring revenue and ongoing obligations. When you're promising future service delivery over extended periods, contract management stops being optional paperwork and becomes core business infrastructure. The more contracts you manage, the more automation and organization pays off in protected revenue and reduced administrative burden.
How do I handle contract amendments and changes after signing?
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Service contracts often need adjustments during their term - pricing changes, service scope modifications, schedule adjustments, or term extensions. Zigaflow handles these changes while maintaining proper documentation and version control.
When you need to amend a contract, create an amendment document linked to the original agreement. This amendment specifies exactly what's changing while preserving the original contract terms. Both documents remain accessible, showing the contract's complete evolution. Send the amendment for e-signature just like the original contract, creating a complete audit trail of what changed, when, and who approved it.
For more substantial changes, you can create a new contract version that supersedes the previous one. The system maintains the relationship between versions, so you can always see the contract's history and how terms have evolved. This is particularly useful when renewing contracts with significantly different terms or consolidating multiple agreements into one updated contract.
The version control and amendment tracking prevent confusion about which terms are currently in effect. Team members referencing a contract always see the current, active version with all amendments applied. Historical versions remain accessible for reference or dispute resolution but are clearly marked as superseded.
All changes are documented with timestamps, user information, and approval records. This audit trail demonstrates proper contract management for compliance purposes and protects you in any contractual disputes. You can prove exactly what terms were in effect at any point in time and show the complete history of how the agreement evolved.
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