Agreements

Three things in Breeze are easy to confuse, so it is worth naming them once: an agreement template is the legal document you keep on file – your MSA or standard terms. A signed agreement is the frozen copy a customer signed when they accepted a quote carrying that template. A contract is the recurring biller that the same accepted quote creates. The signed agreement is filed against the contract it governs, and both live one click apart.

Open Agreements from the sidebar. It has two tabs: Agreement templates (the library) and Signed agreements (everything your customers have signed).

Agreement templates

An agreement template is owned either by your whole partner (usable on any customer’s quotes) or by a single organization, chosen when you create it.

Creating an agreement template

1. Go to Agreements → Agreement templates and click New agreement template.
2. Name it and choose its owner: your partner (available to every organization) or one organization (available only there).
3. Add a version – either author the document as rich text directly in Breeze, or upload a PDF (up to 10MB). An uploaded file must be a readable, unencrypted PDF.
4. Publish the version once it’s ready to use on quotes.

A template’s own page shows what it is used by – how many quotes carry it and how many signed agreements came from it – so you can see the blast radius before you archive one.

Versions

Each template can have multiple versions. A new version starts as a draft you can keep editing; publishing it locks the content and assigns it a version number – published versions are immutable, so a template already attached to a quote never changes underneath the customer. To revise a published template, add another version and publish that one; existing quotes stay pinned to whichever version they were attached with (see Contract blocks in the quote editor).

Archive a template to stop it from being used on new quotes. Archiving doesn’t touch versions already attached to existing quotes or the signed agreements generated from them.

Templates attach to drafts, not to accepted quotes

You add an agreement template to a quote while the quote is still being built. Acceptance is what freezes it: the customer sees the exact version that was attached, and accepting the quote turns that version into a signed agreement.

Variables

An authored template can include {{variable}} placeholders that Breeze fills in per quote when the block is rendered or sent. Each placeholder is either:

• Auto – filled automatically from the quote, with no data entry required. The built-in auto variables are the customer’s name and address, your organization’s (seller) name, the quote number and title, the one-time/monthly/annual/total amounts, and the effective and expiry dates.
• Manual – anything else. The technician attaching the template to a quote fills these in by hand (for example, a scope note or a specific term).

Publishing a version scans its body for {{variable}} tokens and classifies each one automatically – a name that matches a built-in auto variable is treated as auto, everything else as manual.

Signed agreements

Agreements → Signed agreements lists every agreement your customers have signed, newest first, with the template and version they signed, the organization, the signer, the date, the quote they accepted, and the contract the agreement is filed against. Each row can be downloaded as the PDF the customer saw.

An agreement ends up unlinked when the accepting quote produced no contract, or produced one later – the signed copy exists, but nothing points at it from the billing side. Turn on the Unlinked only chip to triage exactly those, and use Link on a row to file it against the right contract. The page shows everything by default: it is your inventory, not a to-do list.

Two other places show the same list, scoped:

• A contract’s page has a Signed agreements section listing what was signed for that contract, and its header names the agreement the contract sits under.
• An organization’s record has an Agreements section under Contracts & Billing, listing everything that customer has signed.

Send an agreement for signature

You do not need a quote to get an agreement signed. Send for signature on Agreements → Signed agreements (or from a contract’s Signed agreements section, which pre-fills the organization and the contract) emails a customer a link to review and sign a template on its own.

1. Click Send for signature and pick the organization and the agreement template. Only a template’s published version can be sent; the request is pinned to that version, so later edits never change what the customer sees.
2. Optionally choose a contract to file the signed agreement against, add the recipients (pre-filled from the organization’s billing contact), an optional cover message, and an expiry (by default 30 days from now, or the number of days set under Settings → Billing → Agreements). Fill in any manual Agreement details the template needs – a template that uses quote variables (the quote number, totals, expiry date) has no quote to fill them from, so the dialog asks you to type those values in.
3. Check the preview: it is exactly the document the customer will see. Breeze won’t send while a variable is still unresolved, so a blank value never ends up in a legal record.
4. Click Send. Every recipient gets an email with the signing link.

The customer opens the link – no login – reads the agreement, types their name and email, and signs or declines (a reason is optional). You get an email when they answer. A signed request becomes a signed agreement like any other: it appears in the list, is filed against the contract you chose, and both you and the customer get the certified copy described below.

Pending requests live under Awaiting signature, and Declined / voided / expired holds the ones that did not end in a signature. Each pending row has three actions:

• Remind re-sends the same link to the recipients and counts the reminder (“Reminded 2 times”). It works while the request is awaiting signature or has been opened but not signed. If the email can’t go out, Breeze says so and the reminder is still recorded – use Copy link to share it yourself.
• Copy link copies the signing link so you can send it another way.
• Void withdraws the request. The link stops working immediately, and a signed agreement can’t be voided.

A request expires at its expiry time: the link refuses signatures from that moment, and within about fifteen minutes the request moves to Declined / voided / expired as Expired. Nothing is deleted – send a new request to ask again.

Default expiry and automatic reminders

Settings → Billing → Agreements holds two defaults for every agreement request your partner sends. It is the only place they are set; there is no per-organization override.

• Default link expiry (days) – how long a new request’s signing link lasts when the sender does not pick a date (1-365, 30 unless you change it). The Send dialog pre-fills the expiry from it and names where it came from; the sender can still pick any other date for that one request. Changing the setting never moves the expiry of a request that already exists.
• Send automatic reminders – off unless you turn it on. When on, Breeze re-sends the same signing link to the recipients every N days (1-30) after the request was sent or last reminded, and stops after the number of reminders you choose (1-10). Manual Remind clicks count toward that limit and restart the wait. Reminders never go to a request that is signed, declined, voided or expired, nor to an organization that is suspended or archived. Turning reminders off stops them for every request at once.

Automatic reminders go out from an hourly background job (agreementRequestAutoReminder), so one can arrive up to an hour after it is due. Each one is audited as billing.agreement.reminded with automatic: true. If the email fails, the reminder still counts and the next one waits a full interval. On a self-hosted server with no email configured, due reminders wait (nothing is counted) until email works.

Changing these settings needs the Billing settings permission (invoices:write with full partner organization access) and agreements:send.

What the customer receives

When the customer signs, they are emailed a copy. By default that is the certified copy: the agreement as signed, plus a final page recording who signed, when, how, and the document’s fingerprint (SHA-256). In the signed agreements list, Download PDF gives the certified copy and Original gives the file exactly as it was filed.

Record signed agreement

Not every agreement arrives through a quote or a signing link. When a customer signed your MSA elsewhere – in DocuSign, on paper, or by replying to an email – file it with Record signed agreement on Agreements → Signed agreements (v0.124.0+). The dialog asks for the organization, the agreement template, an optional contract to file it against, How it was agreed (verbally or by phone, by email, a signed document, a purchase order, or other), a Reference a reviewer could follow – a PO number, an email and date, or a ticket – Who agreed and their email, the Date signed, and an optional Signed copy (PDF, PNG or JPEG, up to 10 MB). With a signed copy attached, that file is what gets filed; without one, Breeze files the template version and asks you to fill in any manual Agreement details it needs. The recorded agreement carries that evidence – method, reference, signer and date – and the list shows it as “recorded by MSP” with the method, as opposed to “via quote”. Recording cannot be undone: a recorded agreement cannot be deleted afterwards.

The certified copy of a recorded agreement words its evidence page as recorded by your technician as stated by the client – it never claims the client signed it themselves. If you attach a scan or photo, the certified copy is a PDF made from it plus that evidence page, and the original download returns your upload untouched.

Known gap: templates that use quote variables

Without an attached file, a template whose body uses the quote variables stops at “Provide a value for: quote.number”, because there is no quote to fill them from. Attach the signed copy instead (#9296).

Permissions

Action	Permission
View agreement templates and signed agreements	agreements:read
Create, edit, publish and archive templates; link a signed agreement to a contract	agreements:write
Send an agreement for signature, remind, copy its link, void it, record one signed elsewhere	agreements:send

Managing partner-wide templates additionally requires full partner organization access.

Record signed agreement needs agreements:send from the release after v0.124.0 (it used agreements:write before). On upgrade, every role that holds agreements:write – built-in or custom – is granted agreements:send automatically, so nobody loses access; remove it from a role afterwards if that role should edit templates but not send or record agreements.

These are separate from contract permissions, deliberately: a technician who needs to pull up a customer’s signed MSA does not need contract billing authority, and a billing clerk who runs recurring contracts does not need to author legal terms. Assign them through Settings → Users & Roles.

Related

• Recurring Contracts – the billing side, where a signed agreement is filed
• Quotes → Contract blocks – attach an agreement template to a quote
• Customer Portal – what the customer sees when they accept