Your Terms of Trade and Legal Documents

Deployr keeps your own legal documents as versions. Once a version is in force its wording is frozen, so a quote a customer accepted last year still shows the terms they accepted. A change is always a new version.

Where Each Document Is Used

• Terms of Trade: your master terms. Every quote you send links the version in force that day, on the quote link, in the customer portal and on the quote's PDF. They are also shown on the customer onboarding pack above the declaration.
• Quotation Terms: the short form that goes with a quote. A new quote starts with them, and sending the quote records which version it went out on.
• Maintenance Agreement: recorded against each new maintenance agreement, so you can see which contract it was raised under, and the customer opens that version from the agreement in their portal.
• A credit account application, subcontractor agreement, confidentiality agreement, privacy policy or other document can be kept here too, but nothing prints it automatically.

Add a Document

1. Open Settings → The Business → Legal Documents and choose Add beside the document, or New Document for another kind.
2. Check the Name. Leave Contracting Entity on the default unless these terms bind only one of your companies.
3. Give it what that document asks for: the file under The Document (Upload the document, a PDF or Word file up to 10 MB), its words under The Wording, or both. See What Each Document Asks For below.
4. Fill in Effective From if the terms start on a set date, and What Changed for a new version.
5. Choose Save Draft. Nothing uses a draft yet.
6. Choose the versions button beside the document, which shows how many there are, and choose Put In Force on the draft.

Putting a version in force replaces the one before it in the same step, so there's never a moment with two versions in force, or none. The earlier version is kept, marked as superseded.

What Each Document Asks For

Each document asks only for what Deployr uses.

• Terms of Trade: upload the full terms as a PDF. Customers open it from every quote you send and from their onboarding pack, above the declaration they sign. The Wording is optional: paste the same terms there and customers read them on the pack itself, with the PDF one click away.
• Quotation Terms: type or paste The Wording. It prints on every new quote and its PDF, which can't include a file, so keep it to the short form and say that your terms of trade apply. The file is optional, kept as your lawyer's copy. A new version starts from the wording in force.
• Maintenance Agreement: upload the contract as a PDF. The customer opens it from the agreement in their portal. Nothing prints it, so it has no wording to fill in.
• Every other document: upload the file. It's kept for you to open or send.

Customers are only ever handed a PDF. A Word file is kept on record, but Deployr doesn't turn it into a PDF, so terms of trade uploaded as a Word file also need their wording pasted in before they can be saved, and a maintenance agreement uploaded as a Word file gives the customer nothing to open.

What Your Customers Are Linked To

A quote links the terms of trade that were in force when it was sent, so a quote accepted last year still opens last year's terms. Sending it again after a new version is in force moves it to the new one. A quote sent before you had terms of trade in force links none until it is sent again. On the quote, Terms says which version it went out under.

A maintenance agreement is put under the version in force when it is raised. For one raised earlier, open the agreement and choose Record Version on the Contract line of Renewal. It then opens from the customer's portal.

Changing or Withdrawing Terms

To change terms that are in force, choose New Version, make the changes, and put the new version in force. A draft can be changed with Edit or removed with Delete. A version in force can't be edited or deleted, only replaced, or taken out of force with Withdraw.

A quote's terms are fixed when it's sent. If someone rewrites the terms on a draft quote, it goes out on that quote's own wording and doesn't claim a version.