Documents & E-Signatures

1 Where to Find Documents in GHL

Documents & Contracts live inside the Payments section of GoHighLevel. This is where you create, send, and track all document templates including the Engagement Letter, 64-8, and Proposal.

Navigation Steps

1. Log in to GoHighLevel at app.gohighlevel.com and ensure you are in the VATable sub-account (check the top-left shows "VATable, Sheffield, England").
2. In the left sidebar, click Payments. This opens the Payments area with a horizontal navigation bar at the top.
3. In the top navigation bar, click Documents & Contracts. This is the second tab, right next to "Invoices & Estimates".
4. You will see two sub-tabs: Documents (for templates you have built) and Sent Documents (for tracking what has been sent to clients).

The Payments section with the Documents & Contracts tab visible in the top navigation bar.

2 Document Templates List

VATable uses three main document templates in GHL. Each serves a specific purpose in the client onboarding and engagement process.

How to View Templates

1. Navigate to Payments > Documents & Contracts.
2. Click the Documents sub-tab (this is selected by default).
3. You will see a list of all available templates. Each shows the template name, creation date, and a three-dot menu for editing or duplicating.
4. To preview a template, click on its name. To edit, click the three-dot menu and select Edit.

3 How the Proposal Is Sent Automatically

The proposal is sent automatically via the workflow named "2. Business Development - Send Proposal - Opportunity". This workflow has 116 total enrollments to date, confirming it is actively used.

How It Works

1. A team member (typically the BDM) opens the client's opportunity in the MASTER: VATable Sales Pipeline.
2. They drag the opportunity card (or update the stage) to "Proposal Sent".
3. The workflow triggers automatically. It checks the Business Development contact details and sends the proposal document to the client via email.
4. The client receives an email containing a link to view and review the proposal.

4 How to Send a Document Manually

You can send any document template manually to a contact at any time. This is useful for resending a document, sending documents outside the normal workflow, or when the automated sending did not trigger.

Step-by-Step Instructions

1. Navigate to Contacts in the left sidebar and find the contact you want to send the document to. Click on their name to open their contact record.
2. In the contact record, look for the Documents tab in the horizontal menu across the top of the contact details (alongside Activity, Tasks, Notes, etc.).
3. Click the Documents tab. You will see any previously sent documents for this contact, along with their status.
4. Click the "+ New" or "Send Document" button (top-right area of the Documents tab).
5. A dialog will appear asking you to choose a template. Select the appropriate template:
   • Engagement Letter -- for formalising the client engagement
   • 64-8 -- for HMRC agent authorisation
   • Proposal -- for sending service/fee proposals
6. The document editor will open showing the template with merge fields pre-filled from the contact's record. Review the document to ensure:
   • The client's name is correct
   • Any monetary values or dates are accurate
   • All merge fields have resolved (no blank {{field}} placeholders)
7. If everything looks correct, click Send. The client will receive an email with a link to view and sign the document.

5 Tracking Document Status

Every document you send goes through a clear status lifecycle. GHL tracks this automatically so you always know where a document stands.

Document Status Flow

Where to Check Document Status

There are two places to check:

Method 1: On the Contact Record

1. Go to Contacts and open the specific contact.
2. Click the Documents tab.
3. You will see a list of all documents sent to this contact with their current status (Sent, Opened, Signed, Declined).

Method 2: Global Sent Documents View

1. Navigate to Payments > Documents & Contracts.
2. Click the Sent Documents sub-tab.
3. This shows all documents sent across all contacts. Use the search bar and filters to find specific documents by client name, template, or status.

6 What Happens When the Engagement Letter Is Signed

When a client signs the Engagement Letter, two automated workflows fire to handle the next steps. This is the most important document in the VATable process because it transitions the client from a prospect into an active case.

Automated Actions

What You Should Check After Signing

1. Open the contact record and check the Notes tab to confirm the automated note was logged.
2. Check the Opportunities tab to verify the opportunity has moved from the Sales Pipeline to the Case Management Pipeline.
3. If the opportunity did not move, it may be because the "Find Opportunity" step in the workflow could not locate the opportunity. This happens when the opportunity was not in the "Proposal Sent" stage at the time of signing. See Known Issues for details.

7 What Happens When the 64-8 Is Signed

The 64-8 is the HMRC authorisation form that allows VATable to act as the client's tax agent. When a client signs it digitally, the following happens automatically:

What You Should Do After the 64-8 Is Signed

1. Check the contact's Notes tab to confirm the auto-note was logged.
2. The signed 64-8 form should be downloaded and submitted to HMRC. GHL stores the signed copy in the contact's Documents tab -- you can download it from there.
3. Update the contact's opportunity with any relevant notes about the HMRC submission status.

8 How to Resend a Document

If a client has lost the email, the signing link has expired, or the document was sent to the wrong email address, you can resend it.

Steps to Resend

1. Navigate to Contacts and open the client's contact record.
2. Click the Documents tab to see all previously sent documents.
3. Find the document you need to resend. Click the three-dot menu on that document row.
4. Select Resend or Copy Link:
   • Resend -- sends a fresh email to the client with a new signing link.
   • Copy Link -- copies the signing URL to your clipboard so you can share it manually (e.g., via WhatsApp, SMS, or in a conversation).
5. If the document status shows "Expired" or "Declined", you may need to create a new document instead. Click "+ New" and select the same template to generate a fresh copy.

9 E-Signature Best Practices

Following these practices will ensure documents are processed smoothly and clients have a positive signing experience.

10 Known Issues & Pending Fixes

The following issues have been identified and are in the process of being resolved. Be aware of these when working with documents.

Engagement Letter Issues

64-8 Form Issues

Proposal Document Issues

What Has Been Fixed

Quick Reference Summary