# Create and send an agreement

> Write a proposal or contract, add signers and fields, get approval, send it in signing order and track delivery, signatures and corrections.

Canonical: https://help.spacebrain.ai/agreements/create-and-send/
Last modified: 2026-09-25T00:00:00.000Z

This guide walks you through one agreement from a blank page to a signed PDF. You will write the document, add the people who sign, place their fields, send it and check progress. It is for anyone who sends proposals, contracts or forms for signature.

## Before you begin [#before-you-begin]

* Agreements must be turned on in **Agreements → Settings**.
* Have the full name and email address of every signer and anyone who needs a copy.
* Decide the signing order. For example, the client signs first, then your director.
* If the agreement includes a price, read [Quotes, options and conditions](/agreements/quotes-and-conditions/) too.
* For your first try, send it to your own email address.

## Where to find it [#where-to-find-it]

Go to **Agreements → All agreements** and choose **New agreement**. To start from a saved document, choose **Use template** instead.

## Step 1: Create the agreement [#step-1-create-the-agreement]

1. Choose **New agreement**.
2. Enter a **Title**, such as "Website redesign proposal".
3. Choose **Create**. The editor opens.

To use your own PDF, choose **More actions → Upload PDF**, pick the file with **Choose PDF** (up to 15 MB) and choose **Import PDF**. Your pages stay as they are and you place signing fields on top.

## Step 2: Write the document [#step-2-write-the-document]

The editor has a **Blocks** panel on the left. Add blocks in the order you want them to appear:

* **Heading**, **Text**, **Bullet list** and **Quote** for writing.
* **Table** for schedules or deliverables.
* **Image / logo** for branding.
* **Divider** and **Page break** for layout.

Useful extras:

* **Variables.** Type `{{client.name}}` or any `{{variable.name}}` in a text block, then fill its value under **Variables**. This keeps names and dates consistent.
* **Section library.** Insert clauses you use often, such as payment terms, with **Insert section**. Save a part of this document for later with **Save from this document**.
* **Document layout** and **Document branding.** Set page size, margins, your organization name, brand colour and logo.

Choose **Save changes** as you go. If your browser closes before you save, you will see "Unsaved changes are available from this browser session." when you return. Choose **Restore** to get your work back, or **Discard** to start from the last saved version.

## Step 3: Add recipients and fields [#step-3-add-recipients-and-fields]

1. Choose **Prepare** in the editor toolbar. The page **Prepare recipients and fields** opens.
2. In **Recipients**, choose **Add signer**. Enter a name and email.
3. Set the role:
   * **Needs to sign** — this person must sign.
   * **Receives a copy** — this person can read it but does not sign.
4. For each signer, set a **Signing group** number. Group 1 signs first. People in the same group sign at the same time. Copy recipients can read the agreement straight away.
5. Select a signer, then add their fields in the **Fields** panel: **Signature**, **Initials**, **Name**, **Email**, **Date**, **Text** or **Checkbox**. For your own document, select a block first. For a PDF, add the field to the page and drag it into place.
6. For each field, check **Field label** and **Required**.
7. Choose **Save**.

Give every signer at least one signature field, and assign each field to the person who should complete it.

## Step 4: Get approval (optional) [#step-4-get-approval-optional]

If a teammate must approve before sending, open the agreement and choose **Request approval**. Pick the **Approvers** and confirm. Templates can add required approvers automatically.

Approvers see the agreement under **My approvals** and choose **Approve** or **Reject** on the **Approvals** tab. Only assigned approvers can decide.

## Step 5: Review and send [#step-5-review-and-send]

1. Choose **Review & send**.
2. Check the version, the expiry date and each recipient's group.
3. Choose **Send agreement**.

**What you should see:** "Agreement issued. Invitations are queued and will be sent in signing order." The status changes to **Sent**. Later groups are invited only after earlier groups finish.

## What your signer sees [#what-your-signer-sees]

1. They open the link in their email.
2. If **Require email verification** is on in Settings, they enter a six-digit code sent to their email.
3. If someone must sign before them, they see "Waiting for earlier signers".
4. They complete their fields. For a signature they can **Type** or **Draw**, enter their legal name and choose **Adopt signature**.
5. They tick the consent to use electronic records and signatures and choose **Agree & sign**. They can also choose **Decline agreement** and give a reason.
6. When everyone has signed, they can download the **Signed PDF** and the **Certificate**.

The signing page is shown in English, French or Spanish depending on the signer's browser language.

## Track progress [#track-progress]

Open the agreement to see these tabs:

* **Overview** — each recipient's progress. Use the resend icon next to a name to send their invitation again.
* **Approvals**, **Comments** and **Activity** — who approved, what was discussed and what happened when.
* **Delivery** — the email history. Choose **Retry** if a delivery failed.
* **Engagement** — optional visit reports. See [Bulk sending and reports](/agreements/bulk-sending-and-reports/).
* **Files** — download the document, signed PDF and certificate.
* **Compare revisions** — see what changed between versions.

Reminders before expiry are set for the whole workspace in **Agreements → Settings** using **Reminder days before expiry**, for example 7, 3, 1.

## Fix or cancel a sent agreement [#fix-or-cancel-a-sent-agreement]

* **Correct & reissue** — use this while the agreement is **Sent**, **Viewed** or **Partially signed**. It creates a new draft. Sending the correction voids the original and disables its signing links, so signers only ever see one live version.
* **Void** — cancels the agreement without a replacement. Enter a **Reason** and choose **Void agreement**. Signing links stop working.
* **Create amendment** — use this after an agreement is **Completed** to change agreed terms.
* **Duplicate** — start a new agreement from this one, for example for a second client.

## If something goes wrong [#if-something-goes-wrong]

* **Review & send shows warnings.** Fix each one: a missing email, a signer without a signature field, or a pending approval.
* **A signer says the link doesn't work.** The agreement may be voided, expired or replaced by a correction. Check the status, then resend or reissue.
* **A signer can't get the email code.** Ask them to check spam and use **Send a new code**. Confirm their email address on the prepare page.
* **Signing is paused.** A signer requested a change. Resolve it on the **Comments** tab. See [Quotes, options and conditions](/agreements/quotes-and-conditions/).

## FAQ [#faq]

### Can two people sign at the same time? [#can-two-people-sign-at-the-same-time]

Yes. Give them the same **Signing group** number.

### Can I edit an agreement after I send it? [#can-i-edit-an-agreement-after-i-send-it]

No. Use **Correct & reissue** so everyone signs the same final version.

### Where is the signed copy stored? [#where-is-the-signed-copy-stored]

On the agreement's **Files** tab. Signers can also download it when everyone has signed.

## Next step [#next-step]

[Save it as a template](/agreements/templates-and-public-links/) so your next agreement takes minutes.