Create and issue a contract

Create the contract from the order's «Documents» card, save it as a draft, then issue it to give it its number and lock it.

People with the «Sales» permission in edit mode. With view mode you can open, download and print contracts, but not create or change them.

Landmark Venues has confirmed the quote for the wedding, and now you want the agreement signed before the tents go out. You'll create the contract from the order, so the client, the equipment and the prices are already there, then issue it to give it its number.

Before you start

The order needs a client. Without one, Filmo doesn't offer the contract and shows «Customer required».
To issue, both your company and the client need a tax ID. You edit the client's on the contact and yours in your company details.

From an order with a quote, the contract copies the quote

If the order has quotes, the contract takes the active version of the confirmed quote or, when none is confirmed, of the first quote in the list, which may not be the latest. Changes made to the order after the quote don't reach the contract. Confirm the right quote first, and check the lines before you issue.

Create the contract from the order

Open the order Open the Landmark Venues wedding order.
Click «Add» → «Contract» It's in the order's «Documents» card.
Choose how the lines are copied In , pick «Detailed» or «Grouped by type». It only applies when the contract is filled in from the order, not from a quote.
Pick the account, if asked If you work with , choose the one that will hold the contract in «Billing account».
Review the contract Check the client, the addresses, the lines and the totals.
Check «Contract details» The comes preselected and «Contract date» is today. Add a date if the client must sign by then.
Check the template and language In «Options», choose the template, the language and the currency. «Preview» shows the PDF as you go.
Click «Save as draft» The contract page opens.

The «Create contract» window over the order. It shows the client «Landmark Venues LLC» with «Order #260218» and its dates, the «Display mode» switch with «Detailed» and «Grouped by type», the subtotal, sales tax and total of $6,997.80, and the «Cancel» and «Create» buttons. — «Display mode» is the first choice after «Add» → «Contract».

The «New contract» editor. At the top right, «Save as draft» and «Issue». Below are the client «Landmark Venues LLC» with its address, the contract date with «Edit», a «Preview» of the PDF marked “Draft” with «EN» and «USD», and the lines copied from the order: the frame tents, 140 Chiavari chairs and 12 round tables, with a total of $6,997.80. — The editor with the order's lines. «Save as draft» and «Issue» are at the top right.

The contract is now a «Draft» with no number, and its is «Pending». It's listed in the order's «Documents» card and stays linked to the order. You can edit it from «⋯» → «Edit» as often as you need; changes are kept only when you save or issue.

A few things aren't edited on the contract. The rental dates come from the order or the quote, the terms come from the template, and there's no payment method, because a contract doesn't collect money. Insurance also comes from the order: to change it, change it on the order and prepare the contract again.

Issue a contract

Issuing makes the contract official: it gets its number and can be sent and signed. You can issue straight from the editor when you create the contract, or later from the draft.

Open the editor On the draft's page, click «⋯» → «Edit». If you're still creating it, you're already there.
Click «Issue» Filmo checks that the client, both tax IDs, the series, the date and at least one line are there.
Confirm it's issued «Contract issued» appears and the contract page opens.

The contract gets the next number of its series. Unless you chose another, that's «Línea CT», with numbers such as CT260001 that start again each year.
Numbers leave no gaps: if issuing fails, the number isn't used.
The contract is locked. It can't be edited or deleted any more; to change it, void it and issue a new one.
It shows as «Validated» in the list and «Pending» in the order's card, and the client sees it in the portal.

A failed issue can leave a draft behind

When you issue a brand-new contract, Filmo saves the draft first. If issuing then fails, the editor stays open as if nothing was saved, and clicking «Issue» again creates a second draft. After an error, check the list and delete the extra drafts.

What happens next

Send it so the client can sign: Get a contract signed.
Nothing changes on the order: its status, its stock and its prices stay as they were.
To change how contracts are numbered, see Document numbering series.

Other ways to create a contract

Create a contract from a project

In the project, open «Finances» → «Sales documents» → «Add» → «Contract». «By order» fills it in with the orders you choose, one or several. «Direct to project» opens an empty contract linked to the project, in a new tab.

Create a blank contract

In «Sales» → «Contracts», click «New contract», or use the «Create Contract» quick action. The contract starts empty: choose the client and add the lines yourself.

Duplicate a contract

On the contract page or in its row of the list, click «Duplicate». The copy keeps the client, the addresses, the lines, the taxes, the discount, the notes, the template, the language, the currency and the project, but not the order.

If you see an error

What you see	What it means and what to do
«Customer required»	The order has no client. Add the client to the order and create the contract again.
«Validation error», with a list of what's missing	The client, your company's tax ID, the client's tax ID, the series, the date or the lines are missing. Complete them and issue again.
The contract must have at least one line or terms	Add at least one line.
«Error saving contract», with a message about insurance inherited from an order	You added insurance to a contract linked to an order. Remove it from the contract and change the insurance on the order.
A message in Spanish: No se puede validar el contrato. Campos obligatorios: …	The client or the lines are missing. Complete them, issue again, and check the list for a duplicate draft.
«Error saving contract» with Cannot update contract, or a message in Spanish that the contract is no longer a draft	Someone issued it in the meantime. Reload the contract page.
The contract doesn't match the order	It copied the quote, not the order, or the order changed after the quote. Confirm the right quote or add a new version, then create the contract again; if it's already issued, void it first.
The PDF doesn't show your clauses	The chosen template has no «Additional content», or it's another template. Check the template in «Options».

Frequently asked questions

Still stuck? Contact support