Creating Contracts
Contracts in Readybuild formalize your project agreements with customers. You can create contracts directly from projects or convert estimates into binding proposals.
Creating a Contract from a Project
Follow these steps to create a contract directly from a project:
- Navigate to the project where you want to create a contract
- Click on the Contracts tab in the project navigation
- Click the New Contract button in the upper right
- Select the contract type from the dropdown (Project Proposal, Change Order, etc.)
- Choose a template that defines the contract structure and branding
- Configure the contract details:
- Enter a contract name or reference number
- Select a linked estimate (if applicable)
- Set the effective date
- Add any initial notes or terms
- Click Save to create the contract
The contract is now created and ready for detailed configuration.
Creating a Contract from an Estimate
Converting an estimate into a contract is the most common workflow:
- Open the estimate you want to convert
- Click the Create Contract button (typically in the estimate header)
- Select the contract type (usually "Project Proposal" for initial agreements)
- The estimate is automatically linked to the new contract
- Configure display options:
- Choose which estimate sections to include
- Set pricing visibility (show/hide cost breakdowns)
- Select terms and conditions template
- Click Save to generate the contract
This method ensures all estimate details flow directly into your contract, reducing manual data entry and errors.
Choosing a Template
Templates determine how your contract looks and what it contains:
- Structure: Templates define scope sections, pricing layout, and document organization
- Content: Include pre-written terms, conditions, warranties, and legal language
- Branding: Control logos, colors, fonts, and company information
- Signature Areas: Define who needs to sign and where signatures appear
Templates are configured by administrators. See Contract Templates for details on creating and managing templates.
Tip: Choose a template that matches your contract type and project complexity. For example, use a detailed template for large commercial projects and a simpler template for residential repairs.
Templates Already in Use
A project can carry only one active contract per template. Once a project has a contract on a given template, that template is greyed out in the template list, which keeps you from creating a second agreement on the same terms by accident.
A template becomes selectable again as soon as the contract holding it is no longer active:
| Contract status | Template available again? |
|---|---|
| Draft, Sent, Partially Signed, Client Signed, Complete | No — the template stays greyed out |
| Cancelled | Yes |
| Void | Yes |
| Deleted | Yes |
So when a signed contract is cancelled, you can create its replacement from the same template straight away. You do not need to delete the cancelled contract first — and you should not, since it is the record of why the original agreement ended.
A cancelled or voided contract stays on the Contracts tab with its status badge, cancellation date, and reason intact. Freeing up its template does not hide or remove it.
See Managing Contracts for how to void or cancel a contract.
Initial Contract Setup
When creating a contract, you'll need to configure these initial fields:
- Contract Name/Number: A unique identifier (auto-generated or custom)
- Contract Type: Project Proposal, Change Order, Service Agreement, etc.
- Template: Select from available templates
- Linked Estimate: Choose which estimate provides pricing data (optional)
- Effective Date: When the contract becomes active
- Expiration Date: When the contract offer expires (if applicable)
- Customer Contact: Verify the primary contact is correct
Additional configuration options (payment terms, schedules, signatures) are covered in Contract Configuration.
Before You Create a Contract
Ensure these prerequisites are met before creating a contract:
Estimate Preparation
- The estimate should be complete and reviewed for accuracy
- All pricing, materials, and labor should be finalized
- Any changes should be incorporated before contract creation
Customer Information
- Contact details must be accurate and up-to-date
- Verify billing and mailing addresses
- Confirm primary contact has authority to sign
Template Configuration
- The appropriate template should be selected in advance
- Ensure the template includes all required terms and sections
- Verify branding and legal language are current
Note: While you can edit contracts after creation, starting with accurate information reduces revision cycles and accelerates customer approval.
Next Steps
After creating a contract:
- Review Contract Configuration to set up payment terms, schedules, and detailed content
- Preview the contract to ensure formatting and content are correct
- Send the contract to your customer for review and signature
- Track contract status and manage revisions as needed