HostBill supports checkout agreements and generated customer contracts. Configure the right document for the stage at which acceptance is required, and preserve evidence of what the customer actually accepted.
IN THIS ARTICLE
01 Prepare agreements and contract templates
- Have the approved service terms and contract wording ready. Identify the order pages or products each document covers and who maintains future revisions.
- Open Settings > General Settings > Ordering > Agreements & Contract templates.
- For checkout agreements, enter the document name, public terms URL and applicable categories. Confirm the linked page is accessible and contains the intended version.
- For a generated contract, create the template with its name, administrative description and supported variables. Attach the appropriate files from Downloads when needed, then preview the resulting PDF with realistic customer and service data.
- Set whether the contract is mandatory and choose the generation policy: a new contract per order or attempted reuse of the customer's default contract.
- Assign the contract in the relevant product configuration and include the required acceptance step in the order scenario. Test that a mandatory unsigned contract actually blocks completion at the intended stage.
02 Manage an individual contract
Open Clients > Manage Clients > Client Profile > Contracts. Review the document, status, expiry, acceptance information and default-contract setting. Use New Contract for a separately approved agreement and associate it with the appropriate service.
Enable the relevant client function if customers should review related contracts from service details. Configure expiry reminders with named staff responsibility for follow-up. Before editing a template, determine whether the change is for future contracts or an amendment to an existing agreement.
Common questions
Can an administrator mark a contract accepted for convenience?
Record acceptance only when supported by the actual authorised customer action or your documented external acceptance process. A convenient status change is not evidence that the customer agreed to the terms.
Why was no new contract generated for a repeat order?
Check the reuse policy, customer default contract, product assignment and client-level override. Reusing an existing agreement may be the configured behaviour.