Approval flow per contract type
Each contract type picks the Full, Short or Custom flow, run in sequence or in parallel. Statuses run from Draft, Pending approval and Signed to Active and Expired.
Contracts · Sales
Contract expiry stops being a surprise
Sales and purchase contracts share one list, with an approval flow per contract type, a customer link for review and replies, payment schedules and renewal reminders.
The problem
Contracts sit on disks and you find out about expiry too late
Word and PDF files live in everyone's own folder. Nobody sees which contract waits for the director's signature, which is about to expire, or which payment is due.
- A contract passes through several approvers and signers, but nobody knows who holds it or when it is due.
- You email the draft to the customer, get scattered feedback and struggle to match it against the live version.
- Purchase contracts (electricity, water, internet, rent) and the instalments of sales contracts have nowhere to remind you of due dates.
How hOne solves it
One contract list, one owner at every step
hOne stores the contract with its documents, addendums and related orders; sends it for approval or signing to the right person with a due date; lets the customer review it through a link with an access code; and creates payment tasks per period.
Key capabilities
Send for approval / signing with a due date
Click "Send for approval / signing", pick the person, what needs doing and a due date. The "Awaiting me" view shows each person their own queue.
Customer link with access code
The customer verifies with a code emailed to them, or one you give directly, then reads the documents, accepts or rejects and leaves a note. Regenerate or revoke the link anytime.
Customer comments on the document
Customer comments land in a review list: approve or reject each one, jump to the spot in the document and edit the text right there.
Renewals and expiry alerts
Click "Renew" to create a new Draft from the old contract and keep the renewal chain. Contracts with auto-renew get a draft prepared; expiry notices go out within working hours.
Payment schedule and recurring periods
Split a contract into instalments and see whether they match the total. For electricity, water or rent, each period creates a task for the owner; after paying, click "Paid" to create a draft payment voucher.
Import from a scan with AI
Choose "Import from scan / image" and AI fills the contract number, signing, effective and end dates for you to check and save.
Documents, addendums, related records
Documents and addendums have their own types, templates and numbering. Attach quotations, proposals, orders and VAT invoices; child contracts sit under a master contract.
In the product
How it works
Draft or import
Click "Create contract" (sales) or "Create purchase contract", draft from a template, import from a scan, or use "Quick subscription" for recurring payments.
Approve and sign internally
Send for approval / signing to the people with authority and see who holds the contract and the due date.
Send to the customer
Email or share the link; the customer replies, you review comments, set the signing date and move the contract to Signed, then Active.
Track payments and renewal
Use the Payment periods page, handle due periods and renew before the contract lapses.
A real workflow
Yearly maintenance contract with Company ABC
Minh drafts a 12-month maintenance contract. Lan approves the price, the director signs and accounting splits payment into two instalments.
- MinhCreates a sales contract of type "Maintenance", links Company ABC's order and enters two instalments; the editor shows "Matches contract total".
- MinhClicks "Send for approval / signing", picks Lan for "Price / discount approval" and sets a due date. The contract moves to Pending approval.
- LanSees the contract in the "Awaiting me" view, approves it and moves it to the next step.
- Company ABCOpens the link, enters the access code received by email, reads the documents and leaves one comment on the payment terms.
- MinhApproves the comment, edits the text and sets the signing date. Near expiry he clicks "Renew" to create a new Draft that continues the chain.
Connects with the rest of hOne
OrdersLink orders to a contract, or create a contract from the order detail page.QuotationsThe customer's quotations and proposals appear in the contract's related records.Payment vouchersClicking "Paid" on a payment period creates a draft payment voucher; a contract can also create vouchers directly.Digital signingSigned contract files keep a signing status; digital signing itself is done in the Digital signing module.Tasks & projectsEach recurring payment period creates a task for the person responsible for paying.
Frequently asked questions
Can the customer sign on the link itself?
On the link the customer reads the documents, accepts or rejects, and leaves notes and comments. If you need certificate-based digital signing, use the Digital signing module on the contract file.
Does the customer need an account to open the link?
No account needed. The customer enters an email that belongs to the contract to receive a verification code, or you read them the access code shown in the share dialog. Links can expire or stay open.
How does auto-renewal work?
For contracts with auto-renew, hOne prepares a draft of the new contract for you to review; it never signs or sends it to the customer for you. The admin picks the run hour in Contract settings, tab General settings.
Can I customise statuses, roles and contract types?
Yes. Contract settings lets you edit Contract types, Approval flows, Roles, Statuses, contract and document numbering, and status transition rules. It needs the contract-management permission.
Are there contract reports?
Yes, two reports in the Reports area: Contract summary and Contracts expiring / renewals, plus the contract Overview page.
More in this area: Sales & CRM
CustomersCustomer profiles, contacts, groups, Excel import, duplicate merge, sharing and handover.Sales pipelineStep-based opportunity board, department handover, price hiding per step, forecast and win rate.QuotationsBuild quotations, tiered discount approval, PDF and link sharing, online replies, convert to order.ProposalsSection-based proposals, multiple price options, branded PDF, internal approval, customer signing and comments.OrdersSales orders: price approval, customer confirmation by link, payments, stock-out, subscription renewals.ProductsCategories, variants, several price types, minimum-margin rules, Excel or WooCommerce import, AI descriptions.