Purpose
Manage electronic document signatures across three distinct paths — Contract documents (via Contract Builder), Supplier MOUs (via Supplier module), and Customer NDAs (via Customer Invoice Profiles). Each path generates a document from a template, sends it through DocuSign for dual-party signing, and tracks progress in the Document Signature module.
Benefits
- Eliminates paper-based signing — all documents are sent, signed, and stored electronically via DocuSign.
- Supports three independent signature workflows that can run in parallel — contracts, MOUs, and NDAs.
- Provides end-to-end tracking — from document generation through sending, signing, and completion.
- Automatically routes documents in sequence — the Organisation's designated signer signs first, then the external party.
- Sends configurable reminders for unsigned documents — preventing contracts from stalling.
- Stores both the original and fully signed documents for audit and compliance purposes.
What You Need
- DocuSign integration configured in Connectors — API credentials, sender email, and signing settings.
- Document templates uploaded in Organisation → Templates (MOU template, NDA template).
- For Contract signatures: A Contract Builder entry with a linked Word template.
- For Supplier MOUs: A Supplier record with MOU generation triggered.
- For Customer NDAs: A Customer Invoice Profile with NDA generation triggered.
- Valid email addresses for all external signers (customers, suppliers, invoice profile contacts).
Outcome
Documents are generated from templates, sent via DocuSign — first to the Organisation's designated signer, then to the external party in sequence, and tracked through to completion. The Document Signature module provides a centralised listing of all documents with their current status (Sent, Signed by Admin, Completed, Expired). Both the original document and the signed version are available for download. Automatic reminders ensure documents don't expire unsigned.
Signature Paths
Prerequisites
- DocuSign integration configured in Connectors
- Organisation signer email configured in Organisation → Settings
- External party contacts with valid email addresses
Path 1: Contract Builder Signature
Used when creating contracts from templates via the Contract Builder.
1
Complete the Contract Builder form to generate a contract document from a template. When the document is ready, initiate the signature process. The system prepares the document with signature fields and sends it to DocuSign.
Business Value:The Contract Builder generates a professional contract document by merging form data into a Word template. This document is the artefact that needs to be signed by both parties.
Depends On:Contract Template — provides the document structure. Builder form — provides the contract-specific data to merge.
Enables:DocuSign (Step 2) — the generated document is sent for electronic signature.
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2
The document is sent to DocuSign as an envelope. The Organisation's designated signer receives the first signature request via email. After they sign, the external party (customer or supplier contact) receives their signature request.
Business Value:DocuSign handles the legally binding electronic signature process. The document is sent first to the Organisation's designated signer (configured in Organisation → Settings), then to the external party (Customer or Supplier) for their signature.
Depends On:Generated document (Step 1). DocuSign API credentials from Connectors. Signer email addresses from party records.
Enables:Document Signature module (Step 3) — the signing progress is tracked, and both original and signed documents are stored.
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3
The Organisation's designated signer reviews and signs the document in DocuSign. This is the internal signing step. Once signed, the envelope automatically routes to the next signer.
Business Value:The Document Signature module provides centralised tracking of all documents in the signing pipeline. It shows status (Sent, Signed by Admin, Completed, Expired), sends automatic reminders, and stores both the original and fully signed documents for compliance.
Depends On:DocuSign process (Step 2) — status updates flow back from DocuSign into the tracking module.
Enables:Contract record — the signed document is linked back to the contract. Audit trail — the complete signing history is preserved.
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4
The external party receives an email with the DocuSign link, reviews the document, and signs. Once all parties have signed, DocuSign notifies the platform and the signed document is stored.
Business Value:The MOU (Memorandum of Understanding) formalises the relationship with a Supplier before contracts are signed. The MOU document is generated from an Organisation → Templates using the supplier's details.
Depends On:Supplier record — provides the party details. Organisation → Templates — provides the MOU document template.
Enables:DocuSign — the MOU document is sent for signature. Document Signature module tracks the progress.
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5
Track the entire signature lifecycle in the Document Signature module. View status (Sent, Delivered, Signed, Completed), resend reminders, and access the final signed document. The contract status updates automatically when signatures complete.
Business Value:Same as Contract path — DocuSign sends the MOU first to the Organisation's designated signer, then to the Supplier contact for signature.
Depends On:Generated MOU document. Supplier email address.
Enables:Document Signature module — tracks MOU signing status alongside contract documents.
Path 2: Customer NDA Signature
Used when a Customer Invoice Profile requires an NDA before the contract goes live.
1
When creating or editing a Customer, configure the Invoice Profile. If no NDA file is attached to the profile, the system generates an NDA document based on the customer's details and the organisation's NDA template.
Business Value:The NDA (Non-Disclosure Agreement) protects confidential information exchanged with a Customer's Invoice Profile contact. The NDA is generated from Organisation → Templates using the invoice profile's contact details.
Depends On:Customer Invoice Profile — provides the contact and party details. Organisation → Templates — provides the NDA document template.
Enables:DocuSign — the NDA document is sent for signature. Document Signature module tracks the progress.
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2
The NDA document is automatically generated and sent to DocuSign. The system creates an envelope with the NDA and routes it for signatures — first to the Organisation's designated signer, then to the Invoice Profile contact.
Business Value:DocuSign sends the NDA first to the Organisation's designated signer, then to the Invoice Profile contact for signature.
Depends On:Generated NDA document. Invoice Profile contact email.
Enables:Document Signature module — tracks NDA signing status. Customer record — NDA status is reflected on the invoice profile.
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3
The Organisation's designated signer reviews and signs the NDA in DocuSign. This confirms the organisation's commitment to the non-disclosure terms.
Business Value:The Organisation's designated signer signs first as the internal party, confirming the organisation's commitment to the confidentiality terms before the external contact is asked to sign.
Depends On:DocuSign envelope (Step 2) — the NDA document is sent first to the Organisation's designated signer email for signature.
Enables:Invoice Profile Contact signing (Step 4) — once the Organisation signer signs, DocuSign sends the NDA to the external contact.
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4
The customer's Invoice Profile contact receives the NDA via email and signs in DocuSign. This completes the bilateral NDA agreement.
Business Value:The external contact signs the NDA, completing the dual-party signature process. Once both parties sign, the NDA is legally binding and the signed document is stored.
Depends On:Organisation signer's signature — after the Organisation signer signs, the document routes to the Invoice Profile contact's email address.
Enables:Document Signature module — the signed NDA is stored. Profile Completed (Step 5) — the Invoice Profile is marked as NDA-complete.
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5
Once both parties sign the NDA, the Customer Invoice Profile is marked as completed. The signed NDA is stored against the customer record.
Business Value:The Invoice Profile is updated to reflect that the NDA has been fully signed. This enables the profile to be used in contract-related billing and correspondence with confidence that confidentiality terms are in place.
Depends On:Both signatures completed — Organisation signer and Invoice Profile contact have signed the NDA.
Enables:Customer record — the profile status is updated. Contract creation — the customer can now be used in sell-side contracts with NDA coverage confirmed.
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With the Invoice Profile completed (NDA signed), the associated sell-side contract can transition to Live/Active status. The NDA requirement acts as a gate — the contract cannot go live until the NDA is signed by both parties.
Business Value:With the NDA signed and the profile complete, any associated contract can proceed to active status. The signed NDA is linked to the contract record for compliance and audit purposes.
Depends On:Profile Completed (Step 5) — the customer relationship is formalised. Contract record — the contract linked to this customer.
Enables:Full contract lifecycle — the contract is now active with NDA documentation in place. Document Signature module retains both original and signed copies.
Path 3: Supplier MOU Signature
Used for Memorandum of Understanding documents with suppliers.
1
When creating or editing a Supplier, configure the MOU (Memorandum of Understanding) document. Upload or generate the MOU that outlines the terms of the supplier relationship. Initiate the signature process from the supplier record.
Business Value:The MOU formalises the working relationship with a Supplier before contracts are executed. It establishes terms of engagement, responsibilities, and expectations between both parties.
Depends On:Supplier record — provides party name, contact email, and details. Organisation → Templates — provides the MOU document template.
Enables:DocuSign (Step 2) — the generated MOU document is sent for electronic signature via DocuSign.
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2
The MOU is sent to DocuSign as an envelope. The routing follows the same pattern: Organisation's designated signer signs first, then the supplier contact.
Business Value:DocuSign handles the legally binding signature process. The MOU is sent first to the Organisation's designated signer, then to the Supplier contact, ensuring both parties formally agree to the terms.
Depends On:Generated MOU document (Step 1). DocuSign API credentials from Connectors. Supplier contact email address.
Enables:Organisation signer (Step 3) — the document arrives in the designated signer's DocuSign inbox for signature.
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3
The Organisation's designated signer reviews and signs the MOU in DocuSign, confirming the organisation's agreement to the memorandum terms.
Business Value:The Organisation's designated signer signs first as the internal party, confirming the organisation's commitment to the supplier relationship terms before the supplier is asked to sign.
Depends On:DocuSign envelope (Step 2) — the MOU is delivered to the Organisation's designated signer's email.
Enables:Supplier signing (Step 4) — once the Organisation signer signs, DocuSign routes the MOU to the Supplier contact.
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4
The supplier contact receives the MOU via email and signs in DocuSign. Once both parties have signed, DocuSign notifies the platform.
Business Value:The Supplier signs the MOU, completing the dual-party process. Once both parties sign, the MOU is legally binding and the signed document is stored for compliance.
Depends On:Organisation signer's signature (Step 3) — after the Organisation signer signs, the MOU routes to the Supplier contact's email for their signature.
Enables:Document Signature module (Step 5) — the fully signed MOU is stored. Supplier record — MOU status is updated. The supplier is now ready for buy-side contract creation.
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5
The signed MOU is stored against the supplier record and tracked in the Document Signature module. View the full audit trail — who signed, when, and the completed document — for compliance and reference purposes.
Result
All three signature paths are tracked centrally in the Document Signature module. Contract Builder signatures complete the contract creation process, NDA signatures gate customer contract activation, and MOU signatures establish formal supplier relationships. All signed documents are stored for compliance and audit purposes.