Documents & Contracts
Documents & Contracts is a canvas-based document editor for creating proposals, service agreements, contracts, and any document that needs to be reviewed and signed by one or more contacts. You build the document visually by placing content blocks and form fields on a canvas, assign each field to a specific recipient, then send unique signing links to each person.
Navigating to Documents
From the main navigation, click Payments → Documents tab.
The Documents list. Each row shows the document name, recipients, status, and creation date.
Documents List
The list shows all documents you have created. Each row shows:
| Column | What it shows |
|---|---|
| Name | The document title you gave it |
| Recipients | Number of people assigned to sign or fill the document |
| Status | The current state of the document (see statuses below) |
| Created | The date the document was created |
Document statuses:
| Status | What it means |
|---|---|
| Draft | Document is being built; not yet sent to any recipients |
| Sent | Shared with recipients; waiting for them to complete their fields |
| Completed | All recipients have submitted their fields and signed |
| Declined | One or more recipients declined to sign |
Creating a Document
Click + New Document to open the document editor.
Step 1 — Name Your Document
Enter a document name at the top of the editor. This is for your internal reference and appears in the documents list. Recipients see it in the subject line of their signing email.
Step 2 — Build the Document on the Canvas
The canvas is the main area where you lay out your document. You add components from the right panel and position them on the canvas.
The canvas editor. The right panel lists all available components. Click or drag any component onto the canvas to add it to your document.
- Right panel — the component panel. Click or drag any component to place it on the canvas.
- Canvas — the document layout area. All components placed here appear on the signing page exactly as you arrange them.
Toggle Snap Guides in the top toolbar to activate a grid that components snap to while dragging. This makes it easy to keep text aligned, fields evenly spaced, and the overall layout clean without manual nudging.
Step 3 — Add Recipients
Open the Recipients sidebar (right panel tab). Add each person who needs to fill in or sign the document.
The Recipients sidebar. Add each person who needs to sign or fill in the document. Each recipient gets a unique signing link and only sees their own assigned fields.
- Each recipient gets a name and email address.
- You can add as many recipients as needed.
- Once added, each recipient appears as an option when you assign fields to people on the canvas.
Step 4 — Assign Fields to Recipients
Every interactive component (signature, text field, checkbox, date, initials) must be assigned to a specific recipient. Select a component on the canvas, then choose the recipient from the assignment dropdown.
Assigning a field to a recipient. Select the component on the canvas, then pick which recipient it belongs to from the dropdown. Each recipient only sees and interacts with their own assigned fields.
On the signing page, each recipient only sees their own assigned fields highlighted — they cannot see or interact with fields belonging to other recipients.
Step 5 — Configure Document Settings
Open the Document Settings panel (gear icon or settings tab).
The Document Settings panel. Configure email notifications for signing events, automatic invoice generation after completion, and payment collection at the point of signing.
| Setting | What it does |
|---|---|
| Notifications | Choose which events trigger an email alert to you: when a recipient views the document, when they sign/submit, and when all recipients complete it |
| Product Invoicing | If your document contains a Product List component, enable this to automatically generate an invoice for those products the moment all recipients complete the document |
| Payment Settings | Attach a payment request to the document. The recipient is prompted to pay at the point of signing, before they can submit their fields |
Step 6 — Send the Document
Click Send to dispatch the document to all recipients simultaneously. Each recipient receives an individual email with a unique signing link personalised to them.
If you are not ready to send, click Save to keep the document in Draft.
Once you click Send, the document canvas is permanently locked for editing to ensure the integrity of the signing process. If you discover an error after sending, duplicate the document (action menu → Duplicate), correct the copy, and resend it to your recipients.
Document Components
Components are the building blocks of your document. There are two types: content components that add static content, and field components that recipients interact with on the signing page.
The full component panel. Content Components add static information to the document; Field Components create interactive fields that recipients fill in or sign on the signing page.
Content Components
| Component | What it does |
|---|---|
| Text | A static text block. Use it for headings, body paragraphs, contract clauses, instructions, or any content that is not interactive. Supports rich text formatting (bold, italic, lists). |
| Draggable Text | A freely positionable text overlay that floats above the canvas at any position. Use it to watermark pages, add labels near fields, or place text precisely without affecting document flow. |
| Image | Embeds a static image at a fixed position — your business logo, a product photo, or any visual asset. Upload from your computer or paste a URL. |
| Video | Embeds a video clip directly into the document. Recipients can play it on the signing page. Useful for product demos or instructional content embedded in a proposal. |
| Table | A structured data table with rows and columns. Use it to present pricing breakdowns, comparison tables, project milestones, or any tabular data. |
| Product List | Renders a list of products from your product catalogue with names, descriptions, and pricing. When Product Invoicing is enabled in Document Settings, these products are used to generate the post-signing invoice. |
| Data Field | A read-only field that auto-fills with contact or system data when the document is opened. Use it to display the contact's name, company, email, or any custom field without requiring manual input. |
Field Components (recipient-interactive)
| Component | What it does |
|---|---|
| Text Field | A text input box. Recipients type a response — name, address, answers to questions, or any free-form text. You can mark it as required. |
| Signature | A signature capture field. Recipients can draw their signature with a mouse or finger, or type their name and select a signature font. The signature is captured as an image and embedded in the final document. |
| Initials | An initials capture field. Works the same as Signature but captures only initials. Typically used on each page of a multi-page document as a shorter acknowledgement. |
| Checkbox | A tick-box field. Recipients check or uncheck it. Use it for consent confirmations, terms acceptance, yes/no acknowledgements, or any binary choice. You can mark it as required (must be checked). |
| Date Field | A date field that auto-populates with the date the recipient signs the document. It is read-only for the recipient — they cannot change it. Use it anywhere you need a witnessed signing date. |
Variables
The Variables sidebar (left panel in the editor) lets you insert dynamic placeholders into any text block. These placeholders auto-fill with real data when the document is opened by a recipient.
The Variables sidebar. Click inside any text component on the canvas, then click a variable to insert it. When a recipient opens the document, the placeholder is replaced with their actual data.
How to use variables:
- Click inside any Text or Draggable Text component on the canvas.
- Open the Variables sidebar.
- Click any variable to insert it at the cursor position.
Available variables include:
- Contact first name, last name, full name
- Contact email address
- Contact phone number
- Contact company name
- Any custom contact fields you have created
Example: In your contract opening paragraph, type Dear {{contact.first_name}}, — when the contact opens the signing link, the placeholder resolves to their actual first name.
Instead of creating a separate document for each contact, build one document using variable placeholders and duplicate it for each recipient. Each copy auto-fills with the relevant contact's data when opened, saving significant setup time.
Signing Workflow
This is the full journey from sending to completion:
1. You click Send — Quantixone sends individual emails to each recipient. Each email contains a unique, secure link personalised to that recipient. Links are not interchangeable — one recipient's link will not show another recipient's fields.
2. Recipient opens the signing page — The document renders with their assigned fields highlighted in a distinct colour. They work through each field in sequence. Required fields must be completed before the Submit button becomes active.
The recipient's signing page. Their assigned fields are highlighted. Required fields must be completed before the Submit button activates.
3. Recipient submits — They click Submit. Their fields are locked and their portion of the document is recorded. If the document has multiple recipients, they complete their portions independently in parallel — not in sequence.
4. All recipients complete — Once every recipient has submitted, the document status changes to Completed. All parties — you and every recipient — receive a confirmation email with the fully signed document attached as a downloadable PDF.
Document Actions
From the documents list, use the action menu (⋯) on any row:
The document action menu. Send dispatches a Draft to recipients. Duplicate creates a new editable copy — use this to resend after making corrections or to reuse the layout for a different contact.
| Action | Description |
|---|---|
| Send | Send a Draft document to its recipients |
| Duplicate | Create an identical copy as a new Draft. Use this to resend after corrections or reuse the layout for a different contact. |
| Delete | Permanently removes the document. Cannot be undone. |
Video Walkthrough
Watch the complete walkthrough below.