Create a contract from a proposal containing the agreed products, prices, customer details, and assigned consultant. The form you see depends on your organisation’s contract setup and the proposal’s sales flow.
Before you start
- Save the proposal and check its scope and total. See Creating Proposals.
- The proposal must belong to a customer. If it belongs to a lead, Create Contract asks you to convert the lead first. See Create a contract from a proposal.
- Ask an admin to review your Contract Templates, organisation details, and payment schedule.
- If you split work into separate agreements, configure Contract Document Types.
- Review any reusable Contract Payment Options.
Create a contract with a template
Use these steps when the form shows a Contract template selector.
- Open the saved proposal and click Create Contract.
- Review Contract template. The organisation’s active default is preselected, or choose another active template. If there is no default, select a template to continue.
- Check the customer and build address.
- Complete Required information and review Prefilled details. These values come from supported saved customer, organisation, consultant, and proposal details, or the template’s defaults.
- Open Show optional answers and complete the answers needed for this agreement. Optional does not mean the information is irrelevant to your contract.
- Review the scope. It uses the template’s configured product details and grouping. The default grouping follows the saved proposal’s sections, order, and Include in contract choices. Use optional placement adjustments only when this contract needs them.
- Under Included documents, select any additional agreements needed. Only document types matching products in the proposal are offered. Their products and amounts move out of the main contract without increasing the overall total.
- Check Contract summary, including the proposal, template, document totals, and deposits.
- Open Preview contract and review the complete wording. Resolve any warning, then click Create contract.
Changing templates resets the answers in the form. Choose the agreement before spending time on manual answers.
Some answers, such as contract identifiers, dates, and prices mapped from Neptune, are read-only. Correct their source or relevant settings rather than typing a replacement answer. Other editable prefills can be reviewed and adjusted for this contract.
Scope placement adjustments affect this contract only, not the saved proposal or template. To change the agreed products, quantities, or prices, correct the proposal before creating the contract.
Neptune saves a draft contract and opens its summary. It also moves the proposal to its contract status. Creating the contract does not send it or collect a signature.
Preserve the prepared agreement
A contract created with the template selector keeps its resolved wording, answers, scope, and values as they were when created. Later edits to the template, proposal, or organisation do not rewrite that saved content.
Review the saved contract and generate its PDFs before sending. If a prepared draft is wrong, do not send it; check the source and use the available contract controls or contact support. For agreed changes to an existing contract, use Contract Variations.
If there is no template selector
Your organisation or the proposal may use an earlier contract form. Continue using the form Neptune opens:
- Check the customer and build address.
- Complete the property details shown, such as lot and plan numbers, local authority, sewer information, services, datum point, obstacles, and excavation unit.
- Review Special conditions and the payment schedule and price.
- Choose whether to include standard conditions.
- Select any offered Contract Document Types required for this agreement.
- Review the products, then click Create Contract.
The earlier template editor uses expandable wording sections and automatic saving. Do not expect it to show the template list or question settings described in the new template guide.
Review the contract before sending
The summary shows the contract ID and status. Its tabs and supporting documents depend on the agreement and your setup. Check:
- customer and build address;
- wording and all required or optional answers;
- products, scope headings, and prices;
- payments and deposits;
- business details on separate agreements; and
- every PDF and signature area that will be sent.
Use Preview in Gateway where offered to check the customer review experience. Staff previews are read-only. Continue to Send a contract for signature.
Current and earlier contract flows
Contracts can appear under Sales Docs → Contracts and on the customer’s Documents tab. Earlier contracts continue opening their existing summaries and may be labelled as earlier contracts in document lists.
Continue managing a saved contract through the summary Neptune opens. Updating a template or enabling the template list does not convert earlier contracts.
Common problems
- No template is selected: Choose an active template. If none exists, ask an admin to set one up.
- Create contract is disabled: Read the warning and supply missing required answers or source values. Also check unsupported or incomplete template content with your admin.
- The prefill is wrong: Check the proposal’s assigned consultant and saved customer, organisation, and product details. Reopen creation after correcting the source.
- A document type is missing: Check its product category assignments and the products saved in the proposal.
- Create Contract is unavailable on the proposal: A contract may already exist, or the organisation may not have access to sales documents.