Contract Document Types

Neptune CRM Location: Admin → Contract Settings → Document Types

Open Document Types in Neptune.

Document types let you split products from one proposal into separate documents when creating a contract. For example, you can put landscaping products in a Landscaping Agreement, with its own business details, total, PDF, and customer signature.

This guide covers the contract creation flow with the Contract Document Types selector.

Before you start

• You need access to Contract Settings and its Document Types tab.
• Set up the product categories you want to assign. See Products.
• Add products from those categories to the proposal you will use to create the contract. See Creating Proposals.

A document type is offered during contract creation only when the proposal contains products assigned to it. Creating a type alone does not add it to every contract.

Create a document type

1. Open Admin → Contract Settings → Document Types.
2. Click Add Document Type.
3. In Basic Information, enter a Document Type Name, such as “Landscaping Agreement”. This name appears on the document and its contract tab.
4. Enter any business details that should differ from your organisation’s details.
5. Open the Categories tab and select the categories whose products belong in this document.
6. Click Save.

Business and bank details

You can enter a business name, business number, business address, phone number, bank account name, bank name, bank code, and account number. Labels such as ABN and BSB depend on your organisation’s country.

These details are used when generating the document’s PDF. Leave a field blank to use the corresponding detail from your organisation. Check the generated PDF before sending the contract, especially when a separate business or bank account is involved.

Assign product categories

The Categories tab groups available categories by product section. Click a category to select it. Selected categories appear at the top; use the close icon to remove one, then save.

A category can belong to only one document type. If you select a category already assigned elsewhere, Neptune shows the current document type and asks you to confirm the move. Saving assigns it to the new type and removes its previous assignment.

For example, assign your paving and fencing categories to Landscaping Agreement. When a proposal includes products from those categories, that agreement becomes available during contract creation.

Include documents when creating a contract

1. Open the proposal summary and click Create Contract. If it belongs to a lead, convert the lead to a customer first. See Create a contract from a proposal.
2. Find Contract Document Types on the contract creation form.
3. Tick each document type you want to include. Each option shows the number of matching products.
4. Review the main contract products, payment amounts, and remaining contract details.
5. Create the contract, then review its document tabs before sending it.

The choices start unticked. Selecting a type moves its matching products out of the main contract’s product list and into that document. Leaving it unticked does not create a separate document; those products remain subject to the main contract’s normal display settings.

The base pool or other base product stays in the main contract. Document types split category-assigned products, rather than moving the base product or custom proposal rows.

If no document types match the proposal’s products, the selector does not appear.

Review totals, payment details, and PDFs

The contract summary has a separate tab named after each selected document type. Open a tab to review its products, deposit, total cost, and signature status.

Click Generate PDF, then Open PDF or Download PDF, to review or save that document separately. Its PDF includes its business details, products, deposit, total, bank details, and signature area.

The Payment tab shows the payment breakdown, including separate amounts for selected document types. Splitting products into documents does not add them to the proposal total a second time.

New document types use your organisation’s payment schedule to calculate their deposit. Review that schedule under Admin → Contract Settings → Payment Schedule. The Document Types form does not provide a separate payment-schedule editor.

Payment instructions are configured separately. See Contract Payment Options.

What customers review and sign

When a customer opens the contract for signing, each selected document type appears as its own review step, alongside the main contract, terms, and payment steps.

The customer reviews and signs each extra document separately. Neptune records the signature for that document and shows it in its summary and PDF.

Customers must sign all selected document types before accepting the main contract. If an extra document is unsigned, Neptune identifies it and asks the customer to sign it before continuing with acceptance.

Edit or remove a document type

Return to Document Types and click Edit beside the type. Update its name, business details, or categories, then click Save.

Check contracts that already use a type before changing or removing it. Existing contract summaries and generated PDFs use the type’s current name and business details, so edits can affect them too.

Use Delete to remove a type and confirm the prompt. Do not delete a type that you still need to review or generate documents for: its separate tab is no longer available once the type has been removed.

Common questions

Why is my document type missing when I create a contract?

Check that you saved its category assignments and that the proposal includes products from those categories. The selector uses the category information saved with the proposal’s products. Changing category assignments after preparing a proposal does not automatically refresh that saved information. Review the proposal’s products before creating the contract.

Why are the products still in the main contract?

Assigning categories makes a type available; you still need to tick it under Contract Document Types when creating the contract. The base product always stays in the main contract.

Can one category appear in two document types?

No. Assigning it to another type replaces its previous assignment after you confirm and save.

Is this the same as attaching additional documents?

No. A document type creates a document from selected proposal products, with its own total and signature. The Additional Documents tab in Contract Settings is a separate setting for attaching supporting files.