How to Automate Document & Contract Templates in GoHighLevel

If you use ClickUp for project management and want a powerful way to streamline client agreements, combining it with GoHighLevel automation can save hours. In this guide, you will learn how to automatically create and send document or contract templates in GoHighLevel workflows, so clients receive the right paperwork at exactly the right time.

The process uses document templates, custom values, and workflow actions inside your GoHighLevel account to trigger contracts based on pipeline changes, tags, or other events.

Prerequisites for GoHighLevel Document Automation

Before building automated contracts in GoHighLevel, make sure the following items are in place:

• An active GoHighLevel account with access to the specific sub-account you will be working in.
• At least one Contact record to test with.
• A prepared contract or document template you want to send.
• Basic understanding of workflows and triggers in GoHighLevel.

Once these are ready, you can move on to creating the document template inside GoHighLevel.

Create a Document Template in GoHighLevel

The first major step is to build your reusable document or contract template inside your GoHighLevel sub-account.

Step 1: Open the Sub-Account Settings in GoHighLevel

1. Log into your GoHighLevel account.
2. Switch to the correct sub-account where you want to manage contracts.
3. In the left navigation menu, click on Settings.

Step 2: Navigate to Documents & Contracts

1. Inside Settings, locate and click on Documents or Documents & Contracts (label may vary by account setup).
2. Click + New or Create Template to start a new document template.

Step 3: Build Your GoHighLevel Contract Template

1. Enter a clear Template Name so it is easy to select later in workflows.
2. Use the editor to paste or type your contract or proposal text.
3. Insert custom values (merge fields) such as:
   • Contact name
   • Company name
   • Date
   • Address
   • Offer or package details
4. Format headings, bullet points, and sections as needed.
5. Save your document template once you are finished.

These custom values will automatically pull information from the contact and opportunity records when GoHighLevel generates each document.

Set Up a Workflow to Send GoHighLevel Contracts Automatically

After your template is saved, the next step is to build a workflow in GoHighLevel that automatically sends documents based on triggers and conditions.

Step 1: Create a New Workflow in GoHighLevel

1. Go to the Automation or Workflows section of your GoHighLevel sub-account.
2. Click Create Workflow.
3. Choose to Start from Scratch or use an existing template if available.

Step 2: Choose the Right Trigger

Select a trigger that makes sense for when your contract should be created and sent. Common options in GoHighLevel include:

• Pipeline Stage Changed (e.g., when a deal moves to “Proposal Sent” or “Contract Needed”).
• Tag Added (e.g., adding “Send Contract” to a contact).
• Form Submitted (e.g., a client fills out an application or booking form).
• Appointment Status (e.g., after a call is booked or completed).

Configure the trigger conditions and filters so only qualified contacts enter this workflow.

Step 3: Add the “Create Document” Action in GoHighLevel

1. Inside your workflow, click + Add Action.
2. Select the Create Document (or similar) action from the list.
3. Choose the document template you created earlier.
4. Map any additional fields, such as:
   • Primary contact
   • Email address
   • Associated opportunity

GoHighLevel will now generate a unique document instance for each contact that reaches this step.

Step 4: Add an Action to Send the GoHighLevel Contract

1. Click + Add Action again after the Create Document step.
2. Select an appropriate sending method, such as:
   • Send Email
   • Send SMS (with a document link)
3. In the email or SMS body, insert the document link variable provided by GoHighLevel.
4. Write a clear message explaining what the contract is and what the client should do next.

This ensures every generated document is delivered automatically with a trackable link.

Customize Conditions and Timing in GoHighLevel Workflows

You can control when and to whom documents are sent using conditions, filters, and wait steps in GoHighLevel workflows.

Use Workflow Conditions

Add filters or If/Else branches to fine-tune your automation, such as:

• Only send contracts to contacts in a specific pipeline or stage.
• Exclude contacts with certain tags (e.g., “Do Not Send Contract”).
• Send different document templates based on a custom field (e.g., package type).

Adjust Timing with Wait Steps

To prevent contracts from going out too quickly or at the wrong time, insert wait steps before the document is created or sent:

• Wait a set number of minutes or hours after a form submission.
• Wait until a specific time of day or business day.
• Wait until a related action occurs, such as an opportunity update.

These timing rules help keep your GoHighLevel workflow aligned with your sales process.

Test Your GoHighLevel Document Workflow

Before using this automation with real clients, run tests to confirm that your GoHighLevel contract setup works end-to-end.

1. Create a test contact with realistic data.
2. Trigger the workflow using your chosen method (tag, form, or pipeline change).
3. Verify that:
   • The workflow shows the contact entering successfully.
   • A new document is created from the correct template.
   • The contact receives an email or SMS containing the document link.
   • All custom values are merged correctly in the document.

Make any corrections needed in the template or workflow based on your test results.

Best Practices for GoHighLevel Contract Automation

• Keep templates generic but flexible: Use custom values and custom fields to personalize without rebuilding documents.
• Use naming conventions: Name templates clearly with the offer or funnel they belong to.
• Track stages: Combine GoHighLevel documents with pipeline stages to monitor who signed and who is pending.
• Update templates regularly: When your terms or pricing change, update the template once instead of editing documents manually.

Helpful Resources

For more detailed visual instructions from the platform itself, review the official documentation on how to create and send document or contract templates automatically in a workflow here: GoHighLevel Document & Contract Workflow Guide.

If you need expert help implementing advanced automations, funnel systems, or CRM processes, you can also visit Consultevo for specialized consulting services.

By following these steps, you can turn manual contracts into a fully automated, streamlined process inside GoHighLevel, ensuring every qualified lead receives the correct document at the perfect time in your sales pipeline.

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