If you’ve ever tried to get a contract sorted with people outside your company, you know the pain: emails back and forth, version hell, and someone always forgets to sign. This guide is for anyone who wants a saner way to work with clients, vendors, or partners on contracts—without having to chase them down, or teach them a whole new system.
We’re talking about Contractbook, a contract management platform that’s actually designed for collaboration. But let’s be honest: no tool is magic. Here’s how to use Contractbook to make external collaboration easier—and what to watch out for.
Step 1: Get Clear on Who Counts as an “External Stakeholder”
Before you start inviting people into your contract workflow, nail down who actually needs to be involved. In Contractbook, “external” just means folks who aren’t in your organization’s workspace. Usually, that’s:
- Clients or customers
- Vendors or suppliers
- Legal counsel (outside your company)
- Partners or contractors
Pro tip: Only pull in people who truly need to see or edit the contract. More eyes = more confusion. If someone just needs a copy later, send it after the fact.
Step 2: Prepare Your Contract for Collaboration
Draft your contract in Contractbook just like you would any other doc. But if someone outside your organization is going to see it, keep these things in mind:
- No company jargon: Write so outsiders understand. That clever internal shorthand won’t make sense to your client’s lawyer.
- Check your placeholders: Make sure you’re not sharing sensitive info or internal notes by accident.
- Decide what’s up for negotiation: Highlight or comment on areas you expect to discuss. Saves a lot of “what does this mean?” emails.
What works: Contractbook’s template system is genuinely helpful if you send the same basic contract to lots of people. You can save a template, customize for each deal, and avoid starting from scratch.
What to ignore: Don’t overcomplicate things with “smart fields” or automations unless you’re sure everyone on both sides will get it. When in doubt, keep it simple.
Step 3: Add External Stakeholders to Your Contract
Here’s where you actually loop people in. Contractbook gives you a couple of options, each with pros and cons.
Option 1: Invite as a Collaborator
This lets someone edit, comment, or view the contract directly in Contractbook (no download needed).
How to do it:
- Click “Share” or “Collaborate” on your contract.
- Enter your stakeholder’s email address.
- Set their permissions: view, comment, or edit.
Good for: - Lawyers or negotiating partners who need to suggest changes. - Clients who are comfortable with online tools.
Downsides: - The invitee will need to create a (free) Contractbook account. Some folks get grumpy about new logins. - If your external partner isn’t tech-savvy, expect a few “what’s my password?” emails.
Option 2: Share a Secure Link
If you want someone to just read (or maybe sign) the contract, send them a secure link.
How to do it:
- In the contract, hit “Share” and select “Get shareable link.”
- Set what they can do: view only, or sign.
- Copy and send the link.
Good for: - Clients who just need to read and sign. - People who don’t want to make another account.
Downsides: - No real-time editing or comment threads. If there are changes, you’ll have to upload a new version or repeat the process.
What works: For most external deals, sharing a signing link is the simplest bet. If you need true collaboration—lots of back-and-forth—inviting as a collaborator is worth the hassle.
Step 4: Negotiate and Edit—Without Losing Your Mind
Here’s where Contractbook pulls ahead of email-and-Word doc chaos. If you’ve added someone as a collaborator:
- Use comments, not emails. Leave notes directly in the contract for specific clauses. Keeps the discussion tied to the right spot.
- Track changes. Contractbook logs edits. You can see who changed what and when. (It’s not as granular as Word’s “track changes,” but it’s enough for most contracts.)
- Set deadlines. You can add reminders or tasks to chase up slow responders.
What doesn’t work: Don’t expect Contractbook to replace all negotiation. Big-picture discussions still happen over phone, Zoom, or email. Use the platform for details, not debates.
Step 5: Get the Contract Signed (and Make It Stick)
Once everyone’s happy, it’s time to sign. Here’s how to avoid last-minute snags:
- Choose your signing flow: You can set the order of signers, or let everyone sign as they’re ready.
- E-signatures are legally binding. Yes, even for clients in the US and EU. (If someone insists on wet ink, you can always export a PDF.)
- Automatic reminders. Contractbook can bug slow signers for you—saving you from awkward nudges.
What works: The signature process is smooth, and the audit trail is solid. You’ll have a clear record of who signed, when, and from where.
What to ignore: Don’t get bogged down in signature settings unless you have a reason. Most deals just need a straightforward sign-and-done.
Step 6: Share, Store, and (If Needed) Export
After signing, Contractbook will keep a copy in your dashboard. Here’s how to handle post-signature collaboration:
- Share a final, locked copy: You can send a PDF or keep the signed contract accessible by link.
- Set permissions: Remove editing access for external folks if you don’t want them poking around after the deal is done.
- Export if needed: If your counterpart wants a Word or PDF file, export from Contractbook and send it their way. (Not everyone loves cloud platforms.)
What works: Everything’s in one place. You don’t need to dig through email threads to find the “final final” version.
What to watch: External stakeholders won’t see updates unless you re-share. If you amend the contract later, make sure everyone gets the new version.
Step 7: Keep Control (Without Micromanaging)
A few best practices for staying on top of external collabs:
- Review permissions regularly. Check who has access to what, especially if deals drag on for months.
- Limit notifications. Contractbook can spam inboxes if you’re not careful with settings. Less is more.
- Don’t use Contractbook as a chat tool. Comments are great for clarifying contract points, but use email or Slack for general discussion.
Pro tip: If you’re working with the same partner a lot, set up a shared folder or workspace. Saves time on invites later.
Common Pitfalls (and How to Avoid Them)
- External partners resist new platforms: If someone flat-out refuses to sign up, use the secure link option and keep it simple.
- Version confusion: Always double-check you’re both looking at the same document. Use clear file names or contract numbers.
- Overcomplicating with features: Stick to the basics—draft, share, comment, sign. You can always add bells and whistles later.
Wrap-Up: Keep It Simple and Iterate
Tools like Contractbook can smooth out the worst contract headaches, but only if you use them simply. Start with the basics—draft, collaborate, sign—and don’t force anyone (internal or external) into workflows they’ll resent. As you see what works for your team and your partners, tweak your process. The best collaborations are the ones you barely notice happening.
Now go get that contract over the finish line—with fewer headaches, and a lot less email.