Your Terms of Trade and Legal Documents

Deployr keeps your own legal documents as versions. Once a version is in force its wording is frozen, so a quote a customer accepted last year still shows the terms they accepted. A change is always a new version.

Where Each Document Is Used

• Terms of Trade: your master terms, shown on the customer onboarding pack above the declaration.
• Quotation Terms: the short form that goes with a quote. A new quote starts with them, and sending the quote records which version it went out on.
• Maintenance Agreement: recorded against each new maintenance agreement, so you can see which contract it was raised under.
• A credit account application, subcontractor agreement, confidentiality agreement, privacy policy or other document can be kept here too, but nothing prints it automatically.

Add a Document

1. Open Settings → The Business → Legal Documents and choose Add beside the document, or New Document for another kind.
2. Check the Name. Leave Contracting Entity on the default unless these terms bind only one of your companies.
3. Upload the lawyer's file with Upload the document (a PDF or Word file, up to 10 MB), paste the wording into The Terms as Text, or both.
4. Fill in Effective From if the terms start on a set date, and What Changed for a new version.
5. Choose Save Draft. Nothing uses a draft yet.
6. Choose the versions button beside the document, which shows how many there are, and choose Put In Force on the draft.

Putting a version in force replaces the one before it in the same step, so there's never a moment with two versions in force, or none. The earlier version is kept, marked as superseded.

Text or a File

A quote and its PDF can't include a file, so they print The Terms as Text. With only a file on record, a quote prints a line saying which version applies and where to read it: the Published At address if you gave one, otherwise the file. Only a PDF is ever shown to a customer; Deployr doesn't turn a Word file into one.

Changing or Withdrawing Terms

To change terms that are in force, choose New Version, make the changes, and put the new version in force. A draft can be changed with Edit or removed with Delete. A version in force can't be edited or deleted, only replaced, or taken out of force with Withdraw.

A quote's terms are fixed when it's sent. If someone rewrites the terms on a draft quote, it goes out on that quote's own wording and doesn't claim a version.