Contracts are generated from templates, so every agreement is consistent and filled in with the event's real details.
Templates
Manage them in Settings → Templates. VenueDB starts you with a standard contract, invoice and quote, and you can add your own (for example a wedding-specific rental agreement).
A template is either:
- Written in the editor — rich text with merge fields, or
- An uploaded Word (.docx) file — merge fields work inside it too.
Mark one template per type as the default; it is pre-selected when you create a document.
Merge fields
Merge fields are placeholders like {{event.name}} that are replaced with real values when a document is generated. The editor lists every available field with a sample. Groups include:
| Group | Examples |
|---|---|
| Event | {{event.number}}, {{event.name}}, {{event.date}}, {{event.guestCount}} |
| Function | {{function.date}}, {{function.time}}, {{function.space}}, {{function.rental}} |
| Client | {{client.name}}, {{client.email}}, {{client.account}} |
| Venue and company | {{venue.name}}, {{venue.address}}, {{company.name}}, {{coordinator.name}} |
| Charges | {{charges.total}}, {{charges.paid}}, {{charges.balance}} |
| Invoice / quote | {{invoice.number}}, {{invoice.total}}, {{quote.validUntil}} … |
Blocks
Blocks insert whole sections that VenueDB builds for you:
{{block.letterhead:Title}}— logo, title and venue address{{block.contacts}}— the event's contacts table{{block.functions}}— the schedule of functions (date, time, room, guests){{block.servicesByFunction}}— each function's services{{block.charges}}— charges with fees and taxes{{block.paymentSchedule}}— the payment schedule
Signature and initials
{{signature}}marks where the client signs.{{initials:Section name}}marks a section the client must initial. Put it in a heading, such asCancellation by client {{initials:Cancellation}}.
Signing mode
Choose how clients sign in Settings → Company:
| Mode | How it works |
|---|---|
| Quick sign | The client reads the contract, then types their initials and signature once. Initials are applied to every marked section. |
| Initial each section | The client works down the contract and initials every marked section before they can sign at the bottom. |
The contract's life
DRAFT → SENT → VIEWED → SIGNED. A contract can also be VOIDED (Manager) or EXPIRED.
- On the event, create a contract from a template. The text is rendered at that moment, so later edits to the template don't change contracts already created.
- Send it. It appears in the client's portal, so make sure the client has been invited (see Clients and accounts).
- The client signs in the portal. You can also record a signature on their behalf from the contract page.
- When signed, a snapshot of the final document — with initials and signature stamped in — is stored. It never changes afterwards.
What signing sets off
Signing the contract starts the event's payment schedule: the lifecycle's milestones become dated payment dues. See Lifecycles and Invoices and payments.
Contracts and invoices as PDFs
Clients see their contracts and invoices in the portal as documents, not as web text. Each one has a View button (the PDF opens right there, or in its own tab on a phone) and a Download PDF button. Signed contracts are labelled "Signed" and the PDF is the permanent signed copy.
- Contracts from an HTML template: the PDF is the template itself printed to pages, so it looks exactly like the preview in Documents → Templates (your letterhead, the dark section bars, the tables). The server needs a Chromium-based browser installed (Chrome, Edge or Chromium; set
CHROME_PATHif it is not in a standard place). Without one, VenueDB uses a simpler built-in renderer that handles the common styles but not every one. Before signing it always shows the current text. When the client signs, the signed PDF (with their initials and typed signature) is created and kept. - Contracts from a Word template: VenueDB fills the merge fields into your Word file and, if the server has LibreOffice installed, makes a PDF copy. When the client signs, an "Electronic signature record" page (their name, email, initials, date and signature) is added to the end of the PDF. Without LibreOffice there is no PDF for Word contracts: clients can download the Word file instead, and signing records the signature but can't add it to the file.
- Invoices: the PDF is laid out by your invoice template (Documents → Templates), the same one the printable invoice uses, with your letterhead on top. Edit the template and every invoice PDF follows it. If you have more than one invoice template, the default one is used. Draft invoices are never shown to clients.
- Staff can open the same PDFs from the contract and invoice pages (View PDF / Download PDF).