Documents & Agreements Setup

The Documents & Agreements Settings page allows you to configure how generated documents are displayed. This is essential for presenting order documents, sales agreements, and so on.

Document Templates

CloudBridal pre-fills several default templates for you to get started with, such as a default special order document, pickup agreement, etc. Each template provides a starting point for generating a document based on a specific situation. For example, when you sell a special-order gown, you will generally want to provide a summary of the order details and a sales agreement that describes your terms of sale. When the customer picks up the gown, you may then want to generate another document that confirms their pickup and has a different set of terms. You can always add your own new templates based on situations unique to your store:

1. Navigate to the Documents & Agreements Settings page
2. Click Add Template to create a new template, or edit an existing template
3. Fill out the form:

• Template Name: A name that describes the situation to generate this document (e.g. Receipt, Layaway, Pick-Up)
• Type: Order Summary or Favorite Items Pricing Sheet. Most of the time you'll select Order Summary — that's the template used for receipts, customer-acceptable Quotes, pickup agreements, etc. Use Favorite Items Pricing Sheet only when you want a template specifically for the informal pricing-sheet output generated from a customer's favorite items
• Associated Order Type: Leave blank if it applies to all order types, or select which order type to apply this template to
• Associated Order Status: Leave blank to apply the document to all order statuses or select the status where this template applies. For example, New orders generally represent the initial receipt document, whereas Completed orders represent the pickup document
• Associated Customer Type: Leave blank to apply to all customers, or specify a customer type where this template applies
• Order Price Column Display Mode: Subtotal (for regions where prices are tax exclusive like US) or Total (for regions where prices are tax inclusive like UK or Australia)
• Associated Agreement: If selected, this will include an agreement at the same time
• Fields to Display: Select which fields are appropriate for this document. Any selected fields will be visible, and any unselected ones will be hidden in the final document

On the template's Header & Footer tab, you can also set an optional Document Title — a headline printed at the very top of the document so customers immediately know what they're looking at (e.g. "Sales Receipt", "Pickup Acknowledgment") — along with custom header and footer text. Use the Preview tab at any time to see a live preview of the printed layout with sample data, including your unsaved changes.

Agreements & Contracts

These are the terms you'd like to include with the order document. Once you create your terms, don't forget to edit your Document Template and set the Associated Agreement field. This makes it so the agreement is printed alongside the order document.

Document Generation

Once you've configured your document templates and agreements, you can now generate documents. These are generated depending on the document type:

• Order Document: Generated from the customer's profile by clicking the New Document button in the Order Documents section. Note that there must be at least one order on record to create an order document.
• Pricing Sheet: Generated from the customer's profile by navigating to the Favorite Items tab. Once you add one or more favorite items, click the Pricing Sheet button to generate a printable price list using a Favorite Items Pricing Sheet template. This is an informal output — no commitment from the customer. For a detailed, customer-acceptable quote that the customer can sign and accept from the client portal, see the Quotes guide.

Document Saving and Signing

Documents can be:

• Saved to the Customer Profile: Without requiring e-signature. This stores a reference of the document from that point in time which you can then review.
• E-Signature: In person or remotely. Requires Ultimate Plan.
• Printed: By clicking the print button after generating the document.

E-Signature Options

Signing options are grouped by how the customer will sign:

• In Person — Sign In Store: Opens the full document for the customer to review on your device. A bar at the bottom lets them sign on this device (signature pad) or on your Stripe smart card reader — the reader displays the document's acknowledgments and captures the signature on its screen. A signature-capable reader that's offline shows as a disabled option with the reason.
• Send Remotely: Send a signing link by email, or copy a direct link to share another way. You can customize the email subject and body per send; set per-template defaults on the template's E-Signature tab.

Once signed, documents are automatically archived as PDFs, so an executed document's layout never changes.

Signature Acknowledgments

Plan Requirement: Ultimate

Acknowledgments are short prompts the customer must individually accept before signing — e.g. "All sales are final." To configure them:

1. Navigate to the Documents & Agreements Settings page
2. Edit a document template and open the E-Signature tab
3. Click Add Acknowledgment and enter a short title, plus optional details shown under it (up to 3 per template)

Customers must accept every acknowledgment before they can sign — on screen, via emailed link, in the client portal, and on the card reader. Accepted acknowledgments are printed beside the signature on the executed document. Prompts attach when a document is generated, so editing the template later never changes documents that already exist.

Customizing Document Emails

When emailing generated documents to customers, you can customize the email subject and body for each document template:

1. Navigate to the Documents & Agreements Settings page
2. Edit a document template
3. Navigate to the Document Email tab
4. Configure the Email Subject and Email Body for this template
5. Use smart fields/placeholders (customer name, order details, etc.) to personalize the email content

This allows you to craft professional, on-brand email messages that match the tone of each document type — for example, a warm congratulatory message for a new order receipt vs. a simple confirmation for a pickup document.

Document Viewer & Audit Trail

Open any saved document from the customer's profile to review it. The viewer shows:

• Status badge: Signed (with the signing date), Pending signature, or Rejected
• Audit Trail tab: Key document events — creation, sending, first view, and signing — with timestamps and the signing channel (in-store, email, direct link, or card reader). You can print the summary or download it as a PDF.
• Send for Signature: Send an unsigned document for signature directly from the viewer.

The audit trail helps you follow up with customers who have received but not yet signed their documents.

Payment Receipts

While payments do show up on order documents, you can also choose to print dedicated payment receipts. This can be appropriate if the customer makes a new payment on an order, and you'd prefer to generate a more basic payment receipt instead of re-printing the order summary.

Updated on: 14/07/2026