E-Sign and Contracts

Ambivo includes a built-in electronic signature feature that lets you create contracts, send them for signature, and track the signing process — all without leaving the platform. No third-party e-signature service is required.

What Is E-Sign?

E-Sign is Ambivo's native electronic signature capability. It allows you to:

• Create contract templates that can be reused
• Send contracts to customers and partners for digital signing
• Track who has signed and who has not
• Maintain a complete audit trail and certificate of completion

Electronic signatures are legally binding and comply with major e-signature regulations.

Getting There

• Log in to Ambivo
• Click E-Sign (or Contracts) in the left sidebar
• You will see a list of all contracts with their names, statuses, and signing progress.

Create a Contract Template

Templates save time when you send the same type of agreement repeatedly.

Steps

• In the E-Sign section, go to Templates
• Click + New Template
• Enter a Template Name (e.g., "Standard Service Agreement")
• Write or paste the contract content in the editor
• Add signature fields — place markers where signers need to sign
• Add other fields if needed (date, initials, text fields)
• Click Save

What Happens Next

The template is saved and ready to use. You can create contracts from this template for any customer.

Create and Send a Contract

From a Template

• Open a contract template
• Click Create Contract or Use Template
• Select the Recipient (the person who needs to sign)
• Customize the contract content if needed for this specific deal
• Review the signing fields
• Click Send for Signature

From Scratch

• In the E-Sign section, click + New Contract
• Enter the contract details:
• Contract Name
• Recipient Name and Email
• Write the contract content in the editor
• Add signature and other fields
• Click Send for Signature

What Happens Next

The recipient receives an email with a secure link to review and sign the contract. You can track the status in real time.

Contract Statuses

Track Signing Progress

Steps

• Open a sent contract
• View the signing status for each recipient
• See when the contract was sent, viewed, and signed
• If the recipient has not signed, you can send a reminder

Sending a Reminder

• Open the contract
• Click Send Reminder
• The recipient receives another email notification prompting them to sign

The Signing Experience (For Recipients)

When a recipient receives a contract:

• They receive an email with a Review and Sign link
• Clicking the link opens the contract in their browser — no account needed
• They review the document
• They click on each signature field and apply their signature
• They click Complete to finalize
• A confirmation page and email are displayed

Audit Trail and Certificate of Completion

Every contract maintains a detailed audit trail showing:

• When the contract was created and by whom
• When it was sent
• When each recipient viewed it
• When each recipient signed it
• IP addresses and timestamps for all actions

Viewing the Audit Trail

• Open a completed (signed) contract
• Look for the Audit Trail or History section
• Review the chronological log of all events

A Certificate of Completion can be downloaded as a summary of the signing process.

Link Contracts to CRM Records

Steps

• When creating a contract, look for the Related Record field
• Search for and select the opportunity, account, or contact
• The contract will appear on that record's detail page

Common Questions

Tips and Best Practices

• Create templates for your most common agreements to save time
• Link contracts to the relevant opportunity so your deal records have the signed agreement attached
• Send reminders if a contract has not been signed within a few days
• Review the audit trail for compliance and record-keeping
• Use clear, descriptive contract names so they are easy to find later
• Set signing deadlines to create urgency and keep deals moving

• CRM-004 — Opportunities and Pipeline
• CRM-008 — Orders and Invoices
• CRM-017 — File Management