Internal users with access to the Energy page in Team Hub can create energy contracts one client at a time. This is useful when you need to personalize a contract for a specific client instead of sending the same contract to multiple customers.
Before You Begin
- Anyone with access to the Energy page in Team Hub can create individual energy contracts.
- Individual contracts are available only for manually created contracts.
- ERP-synced energy contracts cannot be created or managed through this process.
- Some contract types may require approver review before a contract is sent to a client.
Create an Energy Contract
- Go to Energy in Team Hub.
- Select the Contracts tab.
- Click New Contract.
- Select the client and complete the contract information, including the contract type, products, payment type, and delivery dates.
- If the Salesperson field is available, select the salesperson who should be credited for the contract. If the field is not available, the contract uses the salesperson ID associated with the internal user creating the contract. If the internal user does not have a linked salesperson ID, the Salesperson field is left blank.
Select the Contract Type.
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The contract type determines the options available when creating the contract, including:
- Available locations
- Available products
- Delivery start date options
- Available payment options
Contract types are configured during your platform onboarding. If you need to add or modify a contract type, contact the Partner Experience Team at help@agvend.com
- Complete the remaining contract details, including the location, products, payment type, and delivery dates.
- When the contract is complete, click Send Contract.
Note: The Salesperson field is enabled per storefront. When enabled, you can manually select the salesperson for the contract. If you do not see this field and would like it enabled, contact the Partner Experience Team at help@agvend.com.
Save a Contract as a Draft
If you are not ready to send the contract, you can save it as a draft and return to it later.
Before you can save a draft, the following fields must be completed:
- Client and Account
- Contract Type
- Location
- Delivery Start Date
- Delivery End Date
To save a draft:
- Click Save and continue later at any point during contract creation.
While a contract is in Draft status:
- Nothing is sent to your ERP.
- No signing notification is sent to the customer.
- The contract is not visible in the Customer Portal.
- The draft can only be viewed, edited, or submitted by the internal user who created it.
- The draft cannot be deleted.
- There is no expiration date for drafts.
To resume a draft:
- Go to Energy > Contracts.
- Find the draft under the All Contracts filter and select Draft contracts.
- Open the contract and continue where you left off.
What Happens After You Send
If your platform has contract approval configured for the contract type, submitting the contract sends it to Pending Approval instead of directly to the client — see Contract Approval below. The contract is not visible in the Customer Portal until an approver acts on it. See Contract Approval Workflow below.
If approval is not required, the following applies:
After you send the contract, the customer receives an email, text message, or app notification, depending on their notification preferences. The notification includes a link to review the contract, add their payment information and sign the contract electronically in the Customer Portal.
If the customer has not been invited to the Customer Portal, a notification appears when you click Send Contract letting you know the contract cannot be delivered electronically. In this case, you will need to collect the customer's signature outside of the platform.
If your platform has contract approval configured for the contract type and location, submitting the contract sends it to Pending Approval instead of directly to the client — see Contract Approval below.
If signature reminders are enabled for your partner account, reminder notifications are sent while the contract remains unsigned:
- First reminder: Sent 3 days after the contract is sent.
- Final reminder: Sent 2 days before the signature expiration date.
Reminder notifications are sent daily at 5:00 PM Central Time. Internal users can also send reminder notifications manually from the Energy > Contracts page.
ERP Posting Behavior
After a customer signs an energy contract, the posting behavior depends on your ERP.
| ERP | Record Created | Posted to ERP |
|---|---|---|
| Agvance | Booking | When the contract is signed / Paid |
| AgVantage | Booking | When the contract is signed / Paid |
| Agris | Sales Order | When the contract is created. For bulk prepay contracts, the sales order is created after any required payment is completed. |
| Control | POS Contract Booking | When the contract is created |
The following ERPs can sync energy contracts into the platform, but contracts created in the Team Hub cannot be posted back to the ERP:
- Cinch
- Merchant
- Energy Force
For these ERPs, signed contracts must be entered into the ERP manually if needed.
You cannot see whether a customer has viewed a contract. You can only track its current status.
Contract Statuses
Energy contracts move through the following statuses:
| Status | Description |
|---|---|
| Draft | The contract has been started but has not been sent to the customer. |
| Pending Approval | The contract has been submitted and is waiting for approver review. No signing notification is sent to the client until an approver acts on it. |
| Unsigned | The contract has been sent and is waiting for the customer's signature. |
| Signed | The customer has signed the contract. |
| Expired | The customer did not sign the contract before the signature deadline. A new contract must be created if the customer still wishes to proceed. |
| Closed | The contract's delivery period has ended. |
| Void | The contract was canceled by an internal user before it was signed. |
You can monitor all draft, pending, signed, expired, closed, and voided contracts from the Energy > Contracts page.
Contract Approval Workflow
Before sending a contract to the customer, some contract types may require manager approval. Whether approval is required depends on the contract type and the location configuration.
When you click Send Contract for a contract that requires approval:
- The contract is moved to Pending Approval.
- The manager or email address configured under Energy Contract Approval Notifications receives an email requesting approval.
- The contract is not sent to the customer and is not visible in the Customer Portal until it is approved.
- While the contract is in Pending Approval, you can make limited edits if needed.
After the contract is reviewed
- Approved: The contract is sent to the customer for review and signature, any configured ERP actions are triggered, and the contract status changes to Unsigned.
- Rejected: The contract returns to Draft, and the approver's reason for rejecting the contract is recorded. You can update the contract and submit it for approval again.
Note: Contract approval requirements and approvers are configured by your organization's administrator based on the contract type and location.
Edit or Void a Contract
Contracts cannot be edited after they have been sent.
If changes are needed before the customer signs, open the unsigned contract and click Void. Voiding a contract:
- Removes the contract from the customer's view.
- Does not notify the customer.
- Cannot be undone.
If you need to recreate the contract, you can use Duplicate Contract from the voided contract to create a new copy instead of starting from scratch.
If a contract expires before it is signed, it cannot be reactivated. Create a new contract or duplicate the expired contract to send an updated version.
Contract Signature Expiration
Each contract type has a configurable signature expiration period that determines how long the customer has to sign before the contract expires.
This expiration period is configured during platform onboarding. If you need to change the signature expiration period for a contract type, contact the Partner Experience Team at help@agvend.com.
If you have any questions related to this article or anything else, please reach out to our Partner Experience Team at help@agvend.com or at 512-812-9399.