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“I get the email when the contract is initially sent and not when it is signed.”

A HighLevel user, on HighLevel’s ideas board

Contracts that follow themselves up.

Six pre-built workflows for your clients’ sub-accounts. They send the contract when the deal is ready, make sure it lands, follow up when it goes quiet, and tell your client the moment it’s signed. Or the moment it isn’t.

Start your 14-day trial See the six workflows

Pre-built and switched off until you turn them on.

John HendersonBuyer Representation Agreement
Signed
  1. 1

    Deal moved to Contract. The agreement went out on its own.

  2. 2

    Email to John: “Your agreement is on its way,” with the subject line to search for.

  3. 3

    John opened it. Yvette gets an email saying now’s a good time to call.

  4. 4

    Two days, still unsigned. John gets “Anything holding this up?”

  5. 6

    Signed. John gets his copy, and every follow-up switches off.

One contract’s week. Nobody declined, so workflow 5 never ran. Coastal Realty, Yvette and John are made up.

You don’t build a thing per client.

The six workflows come with the integration. Every client sub-account gets the same set, so there’s no Zap or Make scenario to rebuild and babysit for each one.

  • Off until someone turns them on

    They arrive as drafts. Nothing reaches your client’s customers until you, or your client, switch one on.

  • Wearing your client’s brand

    Each email pulls in that sub-account’s logo, business name and address, and it’s signed by the rep. Neither DocuSign’s name nor ours appears in them.

  • Replies reach a real person

    Every email is sent as the rep, so when a customer hits reply, it lands in a person’s inbox. Not a no-reply address.

A workflow for each moment in a contract’s life.

The first four keep a contract moving. Five and six are the exits: the moment it’s signed or refused, the follow-ups stop.

  1. The deal is readyNobody has to remember to send it.
  2. It’s just gone outThey know where to look, even if it lands in spam.Start here
  3. They open itYou can call while it’s still on their screen.
  4. It goes quietThree follow-ups, then a nudge to pick up the phone.Start here
  5. Then it ends one of two ways
    1. They say noThe chasing stops, and the rep hears first, with any reason they gave.
    2. They signNobody chases a contract that’s already signed.Start here

Every example below uses Coastal Realty, a made-up business, and its made-up customer, John.

1When the deal is ready

Send when the deal is ready

A deal reaches the paperwork stage, and then it waits. For someone to notice, open DocuSign, find the right template and type the customer’s details in again.

  1. When the deal moves to your paperwork stage
  2. The contract goes out from your template, addressed to that contact
  3. The deal’s owner gets an email saying it’s gone

Nobody has to remember to send it.

Example
Proposal
John Henderson
Contract
John Henderson412 Oak AveAgreement sent
Won
Move the card to Contract. The contract goes out.

2When it’s just gone out

Make sure it lands

The contract doesn’t arrive from your client. It comes in a separate email from DocuSign, which can easily end up in Promotions or spam while everyone assumes the customer is just thinking it over.

  1. When a contract is sent, from GoHighLevel or straight from DocuSign
  2. Wait 5 minutes, so DocuSign’s own email gets there first
  3. An email from the rep with the exact subject line to search for

They know where to look, even if it lands in spam.

Example
Yvette AlvarezCoastal Realty, to John

Your Buyer Representation Agreement is on its way

Hi John, I’ve just sent over the Buyer Representation Agreement for your signature. It comes as a separate email from our signing service, so it can land in Promotions or spam.

Search your inbox forBuyer Representation Agreement

It takes about three minutes and works fine on a phone.

What John gets, five minutes after the contract goes out.

3When they open it

Catch them while it’s open

The best time to answer a question is while the contract is still on their screen. Leave it until tomorrow and the question turns into “I’ll look at it later.”

  1. When they open the contract
  2. The rep gets an email straight away: good time to call
  3. Wait 30 minutes
  4. An email from the rep asking if there’s anything to walk through

You can call while it’s still on their screen.

Example

Yvette’s inbox

John Henderson just opened the Buyer Representation AgreementGood time to call. A follow-up email goes to him in 30 minutes.

John’s inbox, half an hour later

Quick question about your Buyer Representation AgreementBefore you sign, is there anything on it you’d like me to explain?
John’s email never mentions that he opened it.

4When it goes quiet

Chase what stalled

This is where deals quietly die. Nobody says no. The contract just stops moving, and everyone assumes someone else is on it.

Three follow-ups, then a nudge to pick up the phone.

Texts go from your client’s own number and include an opt-out. Only switch it on if the contacts it reaches have agreed to get texts.

The follow-up, counted from the day it stalls
  1. Day 0
    An email written for that exact stall“Anything holding this up?”
  2. Day 2
    A short text from the rep“Anything I can answer?”
  3. Day 5
    DocuSign’s own reminderThe one with the signing link in it
  4. Day 7
    The rep gets “Time to call”And the workflow stops there

It knows why a contract is stuck, and follows up differently for each.

  • Sent, not opened24 hours after sending

    Usually a delivery problem, not a people problem. The email says where to look.

  • Opened, not signed48 hours after opening

    Usually one question they haven’t asked. The email asks what’s holding it up.

  • About to expire7 days before the deadline

    The only follow-up with any urgency, because the deadline is real.

  • DeclinedThe moment they say no

    No more chasing. It goes straight to workflow 5.

5When they say no

Save the declined deal

A declined contract usually means one thing needs to change. Keep sending reminders and you lose the deal. Go quiet and you lose it anyway.

  1. When someone declines to sign
  2. Every follow-up for that contact stops
  3. The rep gets an email and a text, including any reason they typed
  4. Wait 10 minutes, so the rep can call first
  5. An email from the rep offering to fix it

The chasing stops, and the rep hears first, with any reason they gave.

Example
Declined. Call within the hour. John Henderson declined to sign

A customer email goes out in 10 minutes. Beat it with a call if you can.

What he saidCan we make the term 90 days instead of six months? Happy to sign once that’s changed.
Agreement
Buyer Representation Agreement
Call
(415) 555-0198
What Yvette sees. The reason is whatever John typed into DocuSign.

6When they sign

Close the loop when signed

You hear when the contract goes out, and nothing when it’s signed. So the reminders keep going, and one lands after the signature. Nothing makes a business look less like it’s paying attention.

  1. When everyone has signed
  2. Every follow-up for that contact stops
  3. The customer gets their signed copy, attached and linked
  4. The rep gets an email saying it’s signed

Nobody chases a contract that’s already signed.

Example
Yvette AlvarezCoastal Realty, to John

That’s signed, thank you

Hi John, the Buyer Representation Agreement is fully signed. Your copy is attached, and you can download it any time.

Buyer Representation Agreement.pdfSigned copy
Download your signed copy
Attached and linked, so the copy survives a full inbox.

Not sure where to start? Turn on 2, 4 and 6.

That covers the moment it goes out, the stretch where it goes quiet, and the moment it’s signed. Add the others when the team’s ready for the alerts.

  1. 2

    Make sure it lands

    Safe to switch on by itself. It sends one helpful email, and that’s all.

  2. 4

    Chase what stalled

    Does the real work on every contract that goes quiet.

  3. 6

    Close the loop when signed

    Stops the chase the moment the last signature lands.

Switch on 4 without 6 and people get chased after they’ve signed. Treat them as one switch.

Follow-ups your clients won’t be embarrassed by.

Automated email has a reputation. These were written to the rules a good rep follows without thinking about it.

  • Never “we saw you opened it”

    Opening a contract decides when a follow-up goes out. It never shows up in what the follow-up says. Nobody likes feeling watched.

  • Blame the spam folder, not the person

    “It’s probably in a filtered folder” gets a reply. “You haven’t opened it” gets silence.

  • Only real deadlines

    The expiry date is DocuSign’s, not a sales tactic. That’s why it’s the only email with any urgency in it.

  • Three follow-ups, then a person

    A fourth automated message teaches people to ignore you. So the workflow stops and hands the contract to the rep.

Give every client the follow-up they’d never have set up themselves.

Try all six free for 14 days in your own sub-account, on the DocuSign account you already have. No card to start.

Start your 14-day trial Book a call

Already have the integration? The setup guide walks through each workflow, step by step.

Browse all DocuSign docs and guides — comparisons, setup instructions, workflow examples, and use cases.

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