How to Create Contracts and Collect E-Signatures

Contracts protect both you and your client. But if your current process involves editing a Word document, printing it, mailing or scanning it, and hoping the client signs and returns it before the event date, you are losing time and leaving money on the table. Every day a contract sits unsigned is a day your event is not officially booked.

Ripluo's contract tool - part of the Pro plan ($49.99/mo) - lets you create professional contracts from templates with auto-fill variables, send them for e-signature, and collect legally binding signatures verified by one-time passcodes. Here is the full workflow.

Step 1: Create a Contract Template

The fastest way to work with contracts is to start with a template. Go to the Contracts section in your CRM sidebar and click "Templates." From there, click "Create Template."

Give your template a name - something like "Wedding Planning Agreement" or "Corporate Event Contract" - and start building the body of the contract in the rich text editor.

Step 2: Use Auto-Fill Variables

This is where Ripluo saves you serious time. Instead of manually typing the client name, event date, venue, and payment terms every time you create a contract, use auto-fill variables.

Ripluo supports 50+ variables that automatically populate with real data when you generate a contract. Examples include:

• [CLIENT_NAME] - The client's full name
• [EVENT_NAME] - The name of the event
• [EVENT_DATE] - The event date
• [VENUE_NAME] - The venue name
• [TOTAL_AMOUNT] - The contract total
• [ORGANIZATION_NAME] - Your organization name

Insert these variables anywhere in your template. When you generate a contract for a specific client and event, every variable fills in automatically. One template serves hundreds of clients.

Step 3: Add Signature Fields

Insert signature fields into your contract by clicking the field type in the sidebar. Available field types include:

• Signature - Where signers apply their full signature
• Initials - For sections that require initials rather than a full signature
• Name - Auto-filled with the signer's name
• Text field - For custom text the signer needs to enter
• Date signed - Auto-filled with the signing date

Each field is assigned to a specific signer, so Ripluo knows who needs to sign where.

Step 4: Set Up Multi-Signer Workflows

Some contracts need more than two signatures. A wedding contract might require both partners to sign. A corporate event might need a procurement manager and an executive. Ripluo supports multi-signer workflows with up to three signers per contract template (live contracts can accommodate additional signers as needed).

Ripluo tracks the signing order and sends notifications as each signer completes their signature, so everyone knows when it is their turn and you can see progress in real time.

Step 5: Send the Contract for Signature

When your contract is ready, click "Send for Signature." Each signer receives an email with a secure link to review and sign the document.

Before signing, the signer verifies their identity with a one-time passcode (OTP) sent to their email. This adds a layer of security and ensures the person signing is actually the person you sent it to.

Step 6: OTP Verification and the Signing Experience

Here is what the signing experience looks like from the client's perspective:

1. They receive an email with a link to review the contract
2. They click the link and see the full contract with all variables filled in
3. They enter the one-time passcode sent to their email to verify their identity
4. They click on each signature or initial field to apply their signature
5. They confirm and submit

The entire process takes just a few minutes. No printing, no scanning, no mailing.

Step 7: Audit Trail and ESIGN Compliance

Every signed contract generates a complete record that records:

• When the contract was created and sent
• When each signer opened the document
• When OTP verification was completed
• When each signature was applied
• IP addresses and timestamps for every action

This record ensures your contracts are compliant with the ESIGN Act and can serve as legally binding evidence if a dispute ever arises. You can download the signed contract along with its record as a PDF at any time.

Get Started

Contracts with e-signatures are part of Ripluo's Pro plan at $49.99/mo. Stop chasing paper signatures and start closing deals faster. Create your free Ripluo account to explore the platform, then upgrade to Pro when you are ready to send your first contract.

Frequently Asked Questions

Are e-signatures collected through Ripluo legally binding?

Yes. Ripluo's e-signatures are compliant with the ESIGN Act and include OTP identity verification, timestamped records, and IP address logging. These safeguards make them legally enforceable in the United States.

How many auto-fill variables are available?

Ripluo supports 50+ auto-fill variables covering client information, event details, financial terms, company information, and more. You can insert any of them into your contract templates so each generated contract is personalized automatically.

Can I have more than two signers on a contract?

Yes. Contract templates support up to three signers, and live contracts can add more as needed. Ripluo tracks the signing order and sends notifications as each signer completes their signature. Each signer receives their own secure link and OTP verification.

What if a client needs to make changes before signing?

If a client requests changes, you can revoke the current contract, edit it, and resend a new version. The original version is preserved in your history so you have a record of every iteration.