Use Terms and Conditions on proposals and onboarding

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Use Terms and Conditions on proposals and onboarding

Once your terms templates are set up, you attach them to proposals, proposal templates, and onboarding requests. You can also adjust the wording for a single client without changing the shared template.

Why it helps

  • The right terms every time. A default template and proposal templates preselect your terms, so nothing is missed.

  • Flexible for one-off clients. Customise the terms for a single proposal while your standard template stays the same.

  • Clear client acceptance. Clients must read and tick to accept the terms before they can accept the proposal, and the acceptance is recorded.

Add terms to a proposal

  1. Create a proposal as normal. See Creating a Proposal: Step 1.

  2. On the Terms & Documents step, open the Proposal Terms tab.

  3. Choose Text Terms or PDF Terms.

    • Text Terms: pick a template in Select Template. A Terms preview shows the wording.

    • PDF Terms: your practice's terms PDF is loaded. You can upload a different PDF here, but this replaces the terms PDF for the whole practice.

  4. Click Next to continue.

If your practice has a Default Proposal Terms Template, it is already selected. See Set up and customise your Terms and Conditions (Set your default terms).

Customise terms for one proposal

  1. On the Terms & Documents step, select the text terms template.

  2. Click Customise for this proposal.

  3. Edit the wording in the editor.

  4. Continue with the proposal.

The tab shows Customised for this proposal. Your changes are saved on this proposal only. The shared template is not changed, and other proposals are not affected.

To undo your changes, click Revert to template. If you pick a different template while customising, the customised copy is rebuilt from the new template.

Note: Customising is available for text terms, STP authority, and additional documents. It is not available for PDF terms or on proposal templates.

Add additional documents and STP authority

The Terms & Documents step can include more than your main terms:

  • Document 1 to Document 4: choose a template in Select document template. Each document becomes its own step that the client reads and accepts. Manage these on the Additional documents tab of Terms & Documents.

  • STP Authority (Optional): Australian practices only. Choose a template in Select STP Authority Template.

Set terms on a proposal template

Proposal templates store default terms, so staff do not need to choose them each time.

  1. Go to Templates > Proposals > Proposal Templates and open a template.

  2. On the Terms & Documents step, choose the terms (text or PDF), any additional documents, and STP authority.

  3. Save the template.

Proposals created from this template start with these terms selected, instead of your practice default. See Create a Proposal Template.

Include terms on an onboarding request

You can ask clients to accept terms as part of onboarding, without a proposal.

  1. Start an onboarding request. See Send an onboarding request.

  2. In Show Terms and Conditions, choose a terms template.

  3. Send the request as normal.

The client sees a Terms and Conditions window, enters their Full Name, and ticks I accept the terms and conditions before continuing.

Note: Onboarding uses text terms templates only. Terms are not available on Quick Onboarding.

What your client sees

When the client opens the proposal:

  1. The Terms step shows your terms in a scrollable panel, with a button to expand them to full screen. PDF terms open in a PDF viewer.

  2. Merge fields show the client's real details, and any input fields must be completed.

  3. The client ticks I have read, understood and accept the terms. They cannot continue until they do, and OnboardMe shows Please read and accept the terms to proceed if they try.

  4. Additional documents and STP authority follow as their own steps, each with its own accept checkbox.

  5. On the acceptance step, What you're agreeing to lets the client go back and review the Terms again before signing.

Signature blocks you added with [SIGNATURE:Signer] and [SIGNATURE:Business] show who has signed and who still needs to sign.

Terms in the proposal PDF

The accepted proposal PDF includes your terms in a General Terms and Conditions section:

  • Each [Section:...] tag appears as a clickable entry on the contents page.

  • [PAGEBREAK] tags start new pages.

  • Merge fields are filled in with the client's details.

  • STP authority and additional documents follow as their own sections.

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