This tutorial will show you how to get started in Moxie by creating your first client agreement.
What is an agreement?
An agreement is a document that establishes the services you will provide. Agreements allow you to communicate expectations you want to set in writing. You may call these quotes, proposals, or contracts.
Why send a client agreement?
You can use an agreement as a marketing tool to show a potential client (e.g., prospect) what you could do if they hired you, but it's also commonly used as a tool to get the freelancer and a current client on the same page.
Documents with signatures and the terms within them are legally binding, thus protecting you and your business from undue liability.
But perhaps more importantly, a strong agreement will ensure the client feels that you understand their needs for the project and that the two of you are aligned on project execution, including agreed-upon goals and milestones.
A note about forms
Moxie makes the agreement process easy and enjoyable. We also recommend creating a discovery form before sending your agreement, especially if you have not already established a project plan with the client.
While a discovery form is not required, it is advisable because the first step in turning a prospect into a paying client is understanding what their needs are, that's exactly what discovery forms are designed to do.
Make agreements a habitual part of your process to protect you and your business from scope creep and set up professional boundaries from the beginning of your client relationships.
There are several steps covered in this tutorial:
1. Create an agreement
Select the client that you want to send an agreement to or create a client. Once you have chosen the client or prospect that you are writing your agreement for, choose the "Agreements" tab of the client file. Click + New agreement or the + to create a new agreement. You can choose to create a quote, proposal, or contract.
A quote contains project information and fees. To execute a quote, a client simply needs to click the "accept" button.
A proposal contains a statement of a client's pain points, your solution, project information and fees, and e-signatures.
A contract contains legal terms and e-signatures (and optionally everything else in proposals).
Since you're reading this article, this is probably your first agreement (also, hi! Welcome. We're glad you're here). You can also save proposals that you use over and over again as templates for future use.
2. Brand your agreement
Customize the style of any proposal in the following ways:
Custom cover image (or no image)
Add a stock image, your own image file, or remove the cover image. Begin by clicking "Cover image" or using the edit pencil icon in the top right of the cover image itself. Search for a stock image or upload your own. If you prefer no image, choose "No image."
Heading position (or no heading)
Give your agreement a name to make it easy to find later. If your cover image doesn't require heading text, you can opt to make the heading position hidden.
Include your logo (or not)
Remove the logo by opening the cover image editor and toggling "Show logo" near the bottom.
Dark or light mode
To adjust the font color scheme, click on the "Cover image" button. Select "Dark" or "Light" in the top right corner of the editor.
Add a stock photo from Unsplash™
Moxie integrates directly with Unsplash, so you can search for a stock photo and add it to your proposal without leaving Moxie.
3. Add content to your agreement
Edit any of the text by clicking into it's text box.
Some common blocks will be created by default. They are all fully editable. Other types of content blocks that can be added are:
Text block for static text information about you or your client.
File attachments used to attach any file type, with a size limit of 50mb.
Image with caption or Image centered
Contract terms that state your payment terms and can be edited to add legal terms that protect you.
Integrated payment allows you to require payment along with the signature of this contract.
Fee structure for the projects and tasks you will complete for your client. Once your proposal is signed, the selected package will be added to project management.
Edit, delete, or move default blocks by clicking them. Once you've clicked the block, you can edit the text. Use the arrows on the left to move the block up and down or the trash can icon to delete.
To add a content block, hover over the area where you'd like to add a content block and click "Insert block."
Pro tips for client needs and proposed solutions:
When you send a proposal, provide a short overview of the client's company (who are they and what do they do) as well as the problems and objectives at hand. Identify the problem's the client is having, how long the problem has existed, and the negative ramifications of the problem.
💡 Transform the problems into measurable variables so that you can offer quantifiable solutions.
Show your client that you can solve their problem. Offer solutions to each problem and the reasoning behind your methods as well as the quantifiable benefits of each solution.
4. Add fees for your project
You can add one or more projects and their associated fees and tasks that you’ll provide the client. Create an automation to allow the contract to create deposit invoices and projects.
Hover over where you'd like to add the block and select "Insert block" and choose "+ Add fee structure w/ deliverables" or use your project templates).
Update the default header to the project name. Add a deliverable to add extra detail to your projects. Set a fixed due date for your project completion or opt to set a due date at a set amount of time after the proposal has been signed.
Click "Set up fees" to set clear expectations up front for what it costs for your services. Choose hourly, fixed price, retainer, or per item. Be as specific as possible with hour estimates to be clear in your communication and avoid scope creep.
Create multi-select project packages
Give your clients the option to choose one package, several options, or all options by adding multiple project blocks. Toggle this setting by clicking the text under the project block.
Notice that you only need to do this change to one project block and it will apply to all the boxes.
5. Setting legal and payment terms
Adding terms is optional, but recommended. These terms are legally binding when signed, which helps protect you in case of non-payment or late payment from the client. It also sets clear expectations, so there’s no confusion for either you or the client.
Hover over where you'd like to include your terms and choose insert block. Choose "Contract terms." These terms will auto-populate if you have previously set up terms in your client file. To edit the terms, click in the box. Choose your payment terms. You can opt to remove legal terms and only include payment terms if you prefer.
Note: The contract template provided by Moxie was drafted by an attorney based on common requirements for freelancers in the US, however, it is not a substitute for legal advice. If you have any questions regarding this contract template or your finished contract as it relates to your specific business, please contact your own lawyer.
If you’d like to include a contract terms section, but would prefer full control over the language included, you can choose to convert the terms to editable text.
6. Sending your agreement
Sign your proposal by clicking in your box under "Signatures." You can type or draw your signature. You can also add a title under your signature.
Send your proposal by using the "Share" button in the top right corner. You’ll be asked to finalize the proposal before you send it. Use this as an opportunity to make sure you are satisfied with the entire proposal, then click the "Finalize" button.
You can choose to send your proposal from a Moxie email (replies go to your account email), copy a link to send to the client manually, or print or download a PDF.
If you send through Moxie email, use the drop down box in the "To" field to choose or create a new contact. The subject line and message in the Moxie email is fully editable; just click to edit. Or choose an email template from your library. Your proposal will also be available in your Client Portal.
7. Comments and edits
Ideally, your client will sign the contract right away. However, some clients will have specific needs, and may ask for a proposal to be amended before they sign. If so, they can leave a comment on the proposal directly. This is what your client sees when you send your proposal.
If your client leaves a comment, you will receive an email notification as well as a notification in your homebase. In order to make changes to the proposal, you’ll need to unlock it by choosing "Edit agreement."
8. Automatically create projects and invoices (or not)
Once your agreement has been accepted or you have an e-signature, congratulations! You will receive a notification in your Moxie account.
You have lots of options for automated payment if you have it toggled on when you set up the project fees. Choose to show the payment required before work is started on your agreement (or not) and choose to send the initial automatically (or require your approval first).
You can also opt to integrate the deposit payment directly into the agreement. Click "Integrated payment" to add a payment option inside the agreement so you don't need to send two separate documents to start work with a client.
A signed contract means it’s time for you to get to work, so you can deliver a high-quality, on-time project to the client. High five!