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In AdviserAide, you can create contract templates—think of these as client engagement agreements that your clients sign before you commence work on their cases. You may already have an agreement template that you send to clients before starting work. The tedious part is that every time you send it, you have to manually update the client’s name, address, case details, and other information. This repetitive copying and pasting takes time and introduces the risk of errors. This is where AdviserAide shines. The system includes built-in placeholders for client and case details. Simply create your contract template once, insert placeholders like {{ClientFirstName}}, {{ClientAddress}}, or {{CaseCategory}}, and you’re done. When you assign the contract to a case, AdviserAide automatically checks which placeholders you’ve used, pulls all the relevant information from the client and case profiles, and injects it into your template-no manual editing required. Once the contract is populated, you can generate a secure link and send it to your client for electronic signature. The signed agreement is automatically saved as a PDF in the case documents. In this guide, we’ll walk through creating a contract template and then assigning it to a case to generate a shareable signing link. Your account comes with a sample contract template called Client Agreement that you can use as a reference or starting point.

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Preparing a Contract Template

1

Open Contract Templates

From the main navigation, click Contract Templates. The Contract Templates list shows all existing templates and the Create Contract Template button.
Contract Templates list
2

Create a new template

Click Create Contract Template. A document editor opens where you can build your template.
Contract Template editor
In the editor screenshot above you see the following items highlighted:Untitled DocumentThis is where you set the template name. Click it to turn it into a text box, then enter the name you want.OpenThis allows you to import Word documents directly into the editor. This is very useful if you already have agreements in Word format, since you can bring them in without rebuilding them.
Important notes when importing Word files
  • The document must be in a modern Word format (not Word 97–2003 or .doc).
  • If you run into any issues, contact our support team at support@adviseraide.com
  • Sometimes imported images may not display correctly. If that happens, delete the broken images and reinsert them using the Image button.
Image - Adding adviser signature to contact + Professional standardsUse this button to add images directly into the document. Examples include Advisers signature image or professional standards. You can add the Professional Standards PDF as a screenshot on the last page of your agreement, so these are always shared with your client. https://www.iaa.govt.nz/assets/documents/professional-standards.pdfInsert placeholders
Insert Placeholder Fields
Placeholders make your templates reusable. They will automatically fill in with client or case information when the contract is assigned. Examples include:
  • {{ClientFirstName}}
  • {{ClientLastName}}
  • {{ClientEmailAddress}}
  • {{CaseCategory}}
Additional options include:
  • {{CurrentDate}} – inserts the date the contract is created
  • {{ContractSignedDate1}}, {{ContractSignedDate2}} – inserts signer completion dates (use numbered versions for multiple signers)
  • {{ContractSignature1}}, {{ContractSignature2}} – creates signature fields (numbered for multiple clients)
To add placeholders:
  1. Click Insert Placeholder Fields.
  2. A panel will appear with categories such as General, Organisation, Client, and Case.
  3. Click the placeholder you want. It will copy to your clipboard.
  4. Paste it into the document using Ctrl+V wherever you need it.
Multiple Signatures: If you have added multiple signatures, such as {{ContractSignature1}} and {{ContractSignature2}}, then the signature dates should follow the same pattern. For example: {{ContractSignedDate1}} for the signature date of the first client {{ContractSignedDate2}} for the date and time of the second client.
When the contract is assigned to a case, placeholders are automatically replaced with the relevant data. If any data is missing, Adviseraide will prompt you to fill it in.
3

Save the template

Once you are happy with the contract, click the Save and Close button. Your reusable template is now ready.
Save and Close button

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Assigning a contract to a case

1

Open the Contracts tab

Open the relevant case and navigate to the Contracts tab. This tab lists existing contracts and includes Assign Contract buttons.
Contracts tab
2

Choose a template

Click the Assign Contract button. The Choose Contract Template dialog displays all available templates. Click the template you want to use.
Choose Contract Template dialog
3

Review and edit the contract

Adviseraide opens the contract in the Create Contract editor with all placeholders replaced by case-specific data.Review the contract and make any additional edits. If you see placeholders in curly braces {{ }} that are not replaced, fill them in manually - they were likely left blank because the client profile does not contain that information. Some fields, such as {{ContractSignature}} and {{ContractSignedDate}}, should not be modified because they will be completed by the client.
Review contract with placeholders replaced
4

Generate a shareable link

When the contract is ready to send, click Save & Generate Link. Adviseraide saves the contract to the case and provides a secure link that you can copy.
Save and Generate Link
5

Send to client

Send this link to the client via email or any other communication channel. Alternatively, Save and Close will save the contract without generating a link if you need to finish later.

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Client Signing and What Happens Next

1

Client signs the contract

The client opens the contract link on their computer or mobile device. Placeholders like {{ContractSignature}} appear as a signature pad that the client can sign with a mouse or finger. Once the signature is applied, {{ContractSignedDate}} automatically captures the date.
2

Contract is saved as PDF

After the client clicks the final submit button, Adviseraide converts the contract into a PDF and stores it in the case’s Documents tab. The contract record in the Contracts tab updates its status to Signed.
Contract signed status
3

Email notifications

You will receive an email notification confirming that the client has signed the contract. The client will also receive an email with a link to download the contract.