Instead of sending your customer to a link, you can upload your terms as PDF files and have The Layer include them in the quotation itself. Your main terms and conditions, service specific terms for a category or supplier, and fixed pages you want in every quote can all be added this way, so the customer reads and signs one document. đ
Before you start
This is switched on per company with the Enable Quote Document Inserts customisation. If you cannot see the fields described below, contact your account manager or The Layer support team.
What your customer sees
The PDFs appear inside the quotation, after the page you choose, so there is no link to follow.
Each set of terms that has to be accepted gets its own tick box, named after the document, with the pages it covers.
Selecting the name takes the customer straight to that document in the quotation.
The signature records which version of each document was accepted, and the signed copy keeps those versions even if you upload new ones later.
Preparing your PDFs
The file must be a PDF with no password or protection on it.
Up to 20 MB and up to 300 pages per document.
Give the document a clear name, because that name is what the customer sees on the tick box. You can set it when you upload, and it defaults to the file name.
Put the same name as a heading inside the PDF, so a customer who jumps to it can see they are in the right place.
Where to upload each type of terms
Your main terms and conditions
Go to Settings > Brand & Identity > Email & Documents tab > Terms & signing, and use Terms document (PDF) next to the terms link. Tick Require acceptance to sign if customers must accept them.
Terms for a sub-company
Open the sub-company in Settings and use the same Terms document (PDF) field. Quotations for that sub-company use its document instead of the company one.
Service specific terms for a category or sub-category
Go to Settings > Product Categories, open the category or sub-category, then the Terms tab. Select the term to open it and use Terms document (PDF). The list shows which terms have a document. A new term has to be saved before you can add its PDF.
Supplier terms
Open the supplier in Settings > Product Suppliers and use the Terms document (PDF) field below the terms URL.
Choosing where the terms appear
Go to Settings > Pages, open the page you want the terms to follow, for example your signature page, and tick Insert terms documents after this page in the In quotes section.
If no page in the template has this ticked, the terms follow the last page of the template. Within that position the order is:
your main terms and conditions, or the sub-company's if there is one
category and sub-category terms for the products and services on the quote
supplier terms
If the same PDF applies twice, it is only included once.
Replacing a page with a PDF
In the same In quotes section you can upload a PDF to replace a template page, which is useful for a brochure or a standard information page. A page can either be the terms position or be replaced by a PDF, not both.
Replacing or retiring a document
Replace uploads a new version. Quotations produced from then on use it, and quotations already produced keep the version they were produced with.
Retire stops a document being added to new quotations. The terms link, if you have one, is used instead.
If a quotation will not produce
If a document cannot be added, the quotation is not produced and the message names the document. This is deliberate: a quote never goes out missing terms it should contain. Check the document is still there, upload it again if needed, then produce the quotation.
đĄPro tips
Send yourself a test quotation and sign it, so you can see the tick boxes and the merged pages exactly as a customer will.
Keep an eye on size. If the documents on a quote add up to more than 15 MB, The Layer warns you, because large attachments can be blocked by email systems.
Name documents the way a customer would recognise them, for example "Connectivity Service Specific Terms" rather than "sst_v4_final".