If you need to send contracts that actually hold up—without a parade of paperwork or endless email chains—you're in the right place. This guide is for business owners, freelancers, sales teams, or frankly anyone tired of chasing signatures. We'll walk step by step through getting legally binding contracts out the door using Oneflow, a contract management tool that's pretty popular, but not always as straightforward as the marketing makes it sound.
This isn't a sales pitch. If Oneflow isn't right for you, you'll know by the end. But if you need contracts signed, sealed, and stored—fast and without drama—here’s what works, what to skip, and how to get going.
1. Get Set Up: The No-Nonsense Prep
Before you can send contracts, you need to get your Oneflow account sorted. Here’s what actually matters:
- Sign up: Go to the Oneflow website and create an account. Don’t overthink the plan—start with a trial if you’re unsure.
- Verify your email: Yep, they’ll send you a link. Click it or you’ll be stuck at square one.
- Set up your profile: Add your real name and business details now. It saves headaches later when contracts auto-fill info you don’t want clients to see.
Pro tip:
If your business has more than a couple of people, invite your teammates now. You can always add or remove users later, but it’s easier to get permissions right upfront.
2. Understand What Makes a Contract Legally Binding
Let’s get this out of the way: No software, including Oneflow, magically makes a contract “legal.” What matters is:
- Clear agreement terms: Are both parties agreeing to the same thing?
- Signatures/consent: Did everyone actually say “yes,” and can you prove it?
- Capacity: Are both parties allowed to sign (of age, authorized, etc.)?
- No funny business: No fraud, duress, or illegal stuff.
Oneflow helps with the signatures and audit trail, but you still need to write a contract that makes sense. If you’re in a heavily regulated industry or in doubt, have a lawyer review your templates. Templates are great—but not if they’re generic mush that doesn’t fit your situation.
3. Create Your Contract Template
Templates save time, but most are too vague or full of legalese. Here’s how to get set up:
- Go to “Templates” in Oneflow: This is where you create reusable contracts.
- Start from scratch or import: You can build a new template or upload an existing document (Word, PDF). If you’re new, start from scratch so you can see all the options.
- Add sections and variables: Use Oneflow’s editor to break your contract into clear sections—think “Services Provided,” “Payment Terms,” “Termination,” etc.
- Variables let you auto-fill client names, dates, prices—handy for bulk sending.
- Set up signature fields: Drag and drop signature fields for each party who needs to sign.
- Save and name your template: Use clear names—“Freelance Web Design Agreement” is better than “Contract Template 1.”
What works:
- Clean, plain-English language. If you can’t explain a clause to your client, it probably doesn’t belong.
- Using variables for things like dates and amounts—you’ll thank yourself later.
What doesn’t:
- Copying and pasting random contract templates from Google. They rarely fit your needs and can create more confusion than clarity.
- Overcomplicating with too many fields. Only collect what you need.
4. Fill Out and Customize Your Contract
With your template ready, it’s time to create a real contract. Here’s how:
- Create a new contract: Click “New Contract” and pick your template.
- Fill in the details: Enter the recipient’s info, specific project details, price, deadlines, etc.
- Double-check everything: Make sure all variables (names, dates, amounts) are filled in correctly. Typos here can lead to disputes.
- Attach extra documents if needed: Scope of work, specs, or even a PDF appendix—attach what’s relevant.
Ignore:
The urge to add endless legal clauses “just in case.” More isn’t always better, especially if you and your client don’t understand them.
5. Set Up Signing and Notifications
Getting the signatures right is what makes your contract enforceable (assuming the content’s solid). Oneflow is flexible, but it pays to be deliberate:
- Assign signing order: Who signs first? For sales contracts, you might want the client to sign before you do. For employment, maybe the other way around.
- Choose signature type:
- E-signature: Oneflow’s bread and butter. It’s legally binding in most places (think DocuSign or Adobe Sign).
- BankID/eID (in supported countries): This adds another layer of verification.
- Wet ink: Rare, but you can still print for hand signing if needed.
- Set up notifications: Make sure you (and your client) get notified when it’s your turn to sign, and when it’s fully signed.
What works:
- E-signature for most use cases. It’s fast, easy, and holds up in court in most jurisdictions.
- Setting reminders for unsigned contracts. People get busy and forget.
What doesn’t:
- Relying on SMS verification unless your clients are used to it. It’s an extra step and can confuse less tech-savvy folks.
6. Send the Contract
This is the easy part, but don’t rush it:
- Review one more time: Contracts are hard to “unsend.” Triple-check before you hit send.
- Send via Oneflow: The platform will email your recipient(s) a secure link.
- Monitor status: Oneflow shows you in real time when someone opens, signs, or asks for changes.
Pro tip:
Follow up personally if a contract sits unsigned for more than a day. Automated reminders are fine, but a quick email or call gets things moving faster.
7. Track, Store, and Retrieve Your Contracts
Sending is just the start. You’ll want to keep good records for your own sanity—and for any legal issues down the road.
- Contracts dashboard: See all your sent, signed, and pending contracts in one place.
- Download signed copies: Always save a PDF locally, just in case you lose access to Oneflow.
- Audit trail: Oneflow keeps a log of who did what and when. Handy if someone claims they “never saw the contract.”
- Set renewal or review reminders: If your contracts auto-renew or expire, set up reminders so nothing slips through the cracks.
What works:
- Keeping everything digital until you absolutely need a printout.
- Using tags or folders for different clients or projects.
What doesn’t:
- Trusting any platform as your sole record. Back up important contracts somewhere you control.
8. Advanced Tips (When You’re Ready)
You don’t need to use every bell and whistle from day one. But here’s what’s worth exploring once you’ve got the basics down:
- Integrations: Connect Oneflow to your CRM (like HubSpot or Salesforce). It can save time, but only if your sales process is already organized.
- Automated workflows: For high-volume teams, auto-create contracts from deals or triggers.
- Contract negotiation in-platform: Oneflow lets you and your client make comments, suggest changes, and keep everything in one thread. This is useful, but only if both sides are comfortable with the interface.
Skip:
- Custom branding and personalization until you’re sure the process works for you. The default branding is fine for most businesses.
Wrapping Up: Keep It Simple
You don’t need a law degree or a team of IT folks to send enforceable contracts. Focus on clear terms, real signatures, and keeping your records tidy. Oneflow is a solid tool, but remember—it’s just a tool. What matters most is the agreement itself.
Start with one template, send your first contract, and see what questions or issues pop up. Iterate as you go. If you find Oneflow isn’t for you, don’t sweat it—there are other options out there.
The real win? Spending less time chasing signatures and more time actually getting paid.