The Contract Signing Workflow

Getting contracts signed used to mean printing, mailing, waiting, and chasing. BuilderMate's digital signing workflow handles multi-party signatures with a full audit trail — so every signature is recorded, timestamped, and legally documented without anyone needing to meet in person.

Who Can Access This

• Admin — Full access: create, send, view, and countersign contracts.
• Team Member — Can view contracts and provide countersignatures.
• Field User — Can view contracts (read-only).
• External clients — Sign via the Client Hub.
• Third-party signers — Sign via a dedicated signing page link.

Contract Statuses

Every contract moves through these statuses:

Draft → Sent → Partially Signed → Completed

This gives you a clear view of exactly where each contract stands at any moment.

The Signing Process Step by Step

Step 1: Create and Send the Contract

1. An Admin creates the contract (from a template or from scratch), filling in all company-side fields.
2. Click "Send" to deliver the contract to the client via email or SMS.
3. The contract status changes from Draft to Sent.

Step 2: Client Signs

1. The client receives an email or text with a link to the Client Hub.
2. They open the link and review the full contract.
3. To sign, the client chooses one of two methods:
   • Draw — Use a finger (on mobile) or mouse to draw their signature
   • Type — Type their name and select from available font styles
4. Upon signing, BuilderMate records the signature, IP address, and timestamp.
5. The contract status updates to Partially Signed.

Step 3: Contractor Countersigns

1. Back in the CRM, the Admin or authorized team member opens the contract.
2. They provide a countersignature using the same options — draw or type.
3. BuilderMate again records the signature, IP address, and timestamp.
4. The contract status updates to Completed.

Step 4 (Optional): Third-Party Signer

Some contracts require an additional signature — a co-owner, guarantor, or other party.

1. When creating or editing the contract, enable "Requires Third-Party Signature".
2. Enter the third party's details: name, email, phone, and role.
3. The third party receives their own email with a link to a dedicated signing page (this is separate from the Client Hub).
4. They review the contract and sign using draw or type.
5. BuilderMate records their signature, IP address, and timestamp.

Good to Know: The third-party signer sees a standalone signing page — not the full Client Hub. This keeps things simple for someone who only needs to review and sign one document.

The Audit Trail

BuilderMate maintains a complete audit trail for every contract. This includes:

• Who signed — Full name and role of each signer
• When they signed — Exact date and timestamp
• Where they signed from — IP address
• How they signed — Whether they drew or typed their signature

This audit trail is permanently attached to the contract record and provides the documentation you need for legal and compliance purposes.

Downloading the Signed Contract

Once all required signatures are collected, you can download a fully signed PDF with all signatures embedded directly on the document. This is a complete, self-contained record of the agreement.

Pro Tip: Download and save a copy of the signed PDF to your own records immediately after completion. While BuilderMate keeps everything stored, having a local backup is always good practice for important legal documents.

Related Articles

• Creating and Sending Contracts
• The Client Hub
• Contract Templates — Text and PDF