Send an agreement
Open Agreements to choose a template, add signers, and send a contract for eSignature. Everyone receives a secure signing link by email, and a finalized PDF copy is stored in your Mallow account once all parties have signed.
Choose a template
All agreements start from a template in the Agreements library.
In Mallow, open Agreements.
Choose one of the following:
Default Templates — select a pre-built template from the library.
Custom Templates — use a template you or your team created.
Build your own — start from scratch and design a new reusable template.
Click the template you want to use to open the contract creation page.
If you need to create or edit a reusable template, see Build a contract template.
Add recipients and fields
Before sending, add the people who need to sign and place the fields they will fill out.
Choose how to add each recipient:
Add recipient from Client list — search for and select a client. If the client has more than one contact, choose the specific Point of contact.
Add non-client recipient — enter the recipient's Recipient name and Recipient email address. If the signer submits a payment method, Mallow matches them to an existing client by email or creates a new client from the account-holder name.
Click + Add another recipient to add more signers.
Place the fields the signer must complete — such as signature lines, dates, text inputs, or a Payment Method field — on the document.
Assign each field to a signer using Assign to.
Add a brief explanation to any field if you want to guide the signer through the document.
Review and send
Double-check the contract and recipient list before sending it out.
On the review screen, confirm the document looks correct and the recipient list is complete.
Click Send to Signees.
After you send, Mallow returns you to the Contracts list so you can track progress.
Info about Payment Method fields
If a signer assigned to complete a Payment Method field, they will see a prompt to add a payment method before completing the agreement. They must click the box to open the Add a payment method dialog and add their payment method details. After entering payment details and acknowledging the standing authorization, they click Submit.
The signer cannot move to the next field or sign the document until the payment method is stored. After submitting, the field shows the method's last four digits for the signer who submitted it. Other signers see only that a payment method was securely stored — they do not see the last four digits or payment-method ID.
The completed, downloadable document shows "Payment method securely stored by Mallow" instead of any card or bank details. The stored method appears in your Vault and is available for future charges and subscriptions.
The signer is prompted to add the payment method while signing — no separate payment-request email is sent for this flow.
If your business has not finished payment setup, the signer sees a message that they cannot add a payment method online and should contact you directly. Complete payment setup before sending an agreement that includes a Payment Method field.
What happens after signing
Each signer receives an email with a secure link to review and sign the document.
When all parties have signed, everyone automatically receives a downloadable PDF copy.
If a signer rejects the agreement and leaves a message, you can review their feedback from the Agreements dashboard. See Review rejection feedback on agreements for details.
A finalized copy is permanently stored in your Mallow account for easy access. To learn more about Audit Trails, review Audit trails on completed agreements.
Send a reminder
For agreements in Sent or Awaiting signature status, you can remind the client to review and sign.
On the Agreements page, click the three-dot menu of the agreement.
Select Send reminder.
Confirm with Send Reminder. This emails your client to review and sign the agreement.
Read-only accounts do not see this action. For unpaid invoice reminders, see Overdue invoice reminders.
Important notes
There is no limit on the number of contracts you can send or signatures you can collect. See Envelope limits – we don't have any for details.
Sending a contract does not automatically create a client record in your Portal. Contracts and clients are kept separate. If a non-client recipient submits a payment method through a Payment Method field, Mallow matches or creates a client for them at that point.
Mallow eSignatures are legally binding under the ESIGN Act and UETA. See Are eSignatures legally-binding with Mallow? for more on legal validity.