How to create a contract generation workflow with e-signature

Turn form submissions into ready-to-sign contracts

In this guide, you’ll build a contract generation and e-signature workflow that collects client details through a form, auto-generates a personalized contract PDF, and captures signatures instantly. Perfect for agencies, freelancers, and internal HR or vendor agreements.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your contract request form

Start from your workspace and click + New → Form. You can start from scratch or select a Contract Signature Form or Proposal Form from the Template gallery.

Or use Magic Create, describe what you need, like:

“A contract request form that generates a custom agreement PDF and collects e-signatures from both parties.”

Why this matters: your form becomes the single source of truth for client, project, and payment data.
📘 Learn more: How to create a form

Step 2 — Add key contract fields

Collect all details needed to personalize the contract automatically:

• Client name and email
  
  
• Company name
  
  
• Service type or project scope
  
  
• Contract amount and currency
  
  
• Start and end dates
  
  
• Special terms or notes
  
  
• Signature field (for e-signature)
  
  

💡 Tip: Add a Signature field for each party (e.g., Client Signature + Authorized Representative).
📘 Learn more: Form editor and field types

Step 3 — Generate custom contracts automatically

Once your form is ready, go to Apps & integrations → PDF Templates and create a new template.

• Insert field IDs such as @client_name, @service_type, @contract_amount, @start_date, @signature_client.
  
  
• Format it with your logo, terms, and signature placeholders.
  
  
• Choose to generate automatically upon form submission.
  
  

Why this matters: it eliminates manual document creation and ensures brand consistency.
📘 Learn more: How to create PDF templates to turn responses into documents

Step 4 — Add logic to handle different contract types

Go to Settings →  Advanced logic to tailor workflows:

• If Service type = Retainer → Use Retainer Contract PDF
  
  
• If Project > $5,000 → Notify Legal Team for review
  
  
• If Region = EU → Add GDPR clause section
  
  📘 Learn more: What is on-update logic and how it works

Step 5 — Automate signature collection and notifications

Go to Settings → Advanced logic or Notify tab to set up the signature workflow:

• Send the generated PDF to the client for signing.
  
  
• Notify your team when a contract is signed or pending.
  
  
• Use conditional emails to send follow-ups (e.g., reminder after 3 days).
  
  

💡 Tip: You can attach the signed PDF to confirmation emails automatically.
📘 Learn more: How to send and receive conditional email notifications

Step 6 — Track and store signed contracts

Open your Results → Responses view to manage contracts in real time.

• Add a Table view to list all contracts with status filters (Pending, Signed, Expired).
  
  
• Create a Kanban board grouped by status or client.
  
  
• Add a chart showing contract value by month or region.
  
  

📘 Learn more: How to create a Kanban board

Step 7 — Build a contract portal for teams and clients

From your workspace, create a Portal.
Add pages such as:

• All contracts (internal team view)
  
  
• Pending signatures
  
  
• Signed agreements
  
  

Restrict access so clients can only see their own contracts, while your legal or finance teams see everything.
📘 Learn more: How to create a portal and manage users’ access

Step 8 — Automate post-signature actions

Use on-submit or on-update logic to trigger next steps:

• If Status = Signed → Send “Welcome Onboard” email + assign project manager.
  
  
• If Amount > $10,000 → Assign Finance for invoice creation.
  
  

📘 Learn more: What is on-submit logic and how it works

Step 9 — Enable AI for smart summaries and custom clauses

Use AI Smart Content or AI Analyze to improve your workflow:

• Generate draft clauses or custom terms based on answers.
  
  
• Summarize key contract points for your team.
  
  
• Detect common red flags across submissions (e.g., late signatures or missing fields).
  📘 Learn more: Enhance your form content and tone with AI Magic Rewrite
  
  

Pro tips

• Generate custom PDF summaries for internal approvals before signing.
  📘 Learn more: How to generate custom PDFs using templates
  
  

Example scenario

A client fills out a service agreement form with project details and budget. Formaloo auto-generates a customized contract PDF with their data, sends it for signature, and alerts your team when signed. The signed copy is stored in your portal under Signed Contracts, and an automated invoice email is triggered for finance.
📘 Learn more: How to email the contract signature form as a PDF file

FAQ

1. Can both parties sign digitally in the same form?
   Yes, add two signature fields and collect both signatures before finalizing the PDF.
2. Can I reuse the workflow for different contract types?
   Absolutely, duplicate the form and replace the PDF template for each agreement type.
   📘 Learn more: How to duplicate a form from the app’s bases
3. Can signed contracts be shared with clients securely?
   Yes, share through your portal with login-restricted access or send via email attachment.
   📘 Learn more: How to share your form or app with your team or audience

Your contract workflow is live, start signing smarter

You’ve built an automated contract system that generates, sends, and tracks agreements without leaving Formaloo. Continue refining your logic, templates, and AI prompts to make contract management fast, secure, and delightful.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025

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