USE CASE

Control Proposals + Contracts

Know exactly which proposal is where, who owns it and what was agreed. Track offers, SOWs and contracts from first draft to signature, linked to deals, fees and renewals, so pricing and scope stop being a fog.

Challenges

• Documents scattered across tools

Proposals in Docs, SOWs in Word, signed PDFs in email, redlines in Slack.

Nobody has the full commercial story in one place.

• No clear status per proposal

“Did we send that already?”, “Are they reviewing?”, “Is legal stuck?”…

Status lives in people’s heads instead of in a system.

• Version chaos

V3-final-FINAL.pdf, V3b_AnneEdit.docx, “use the one I sent yesterday”.

Sales, legal and delivery are often not aligned on the latest version.

• Scope and discounts easily forgotten

Months later, nobody remembers what was included, what was explicitly excluded, and which discount or special terms were granted.

• Slow, opaque approvals

Internal approvals (pricing, exceptions, legal) are ad-hoc.

Deals drag because nobody sees where they’re blocked or who needs to move next.

• Renewals and terms invisible to ops

Contracts renew silently, indexation clauses are missed, and delivery teams operate without knowing what was actually sold.

Capabilities

• Central proposals and contracts database in Notion

One structured system where every proposal, SOW and contract lives with client, deal, value, stage, owner, effective dates and renewal details.

Searchable, filterable and shareable.

• Tight link to deals and CRM

Each document is connected to a deal or account in your sales pipeline.

You can open a deal and immediately see all related offers, signed agreements and change orders.

• Version tracking and document history

Store drafts and final versions in a single record.

Clearly mark which version was sent, which is signed, and who edited what.

No more “which attachment did we actually use?” moments.

• Reusable building blocks and templates

Maintain a library of pricing modules, scope blocks, legal clauses and optional add-ons.

Sales can assemble proposals quickly using pre-approved building blocks instead of rewriting from scratch.

• Internal approval flows

Use Notion properties and views to define who must approve what (pricing, discounts, exceptions, legal).

Status fields (“awaiting pricing approval”, “legal review”, “ready to send”) make it obvious where things are stuck.

• Email context via Notion Mail

Link key email threads (negotiations, requested changes, “we’re good to sign”) directly to the proposal or contract record through Notion Mail.

Anyone opening the record sees the narrative, not only the final PDF.

• Signature and e-sign integration

Connect your e-sign tool via no-code automation so when a document is sent for signature, its status updates in Notion.

Once signed, the final PDF is stored and marked as “active contract” automatically.

• Key commercial terms structured, not buried

Extract and store critical metadata as fields: scope summary, SLAs, payment terms, indexation rules, auto-renewal, notice periods.

Delivery, finance and leadership can check terms in seconds without rereading 20 pages.

• Renewal and review reminders via Notion Calendar

Use Notion Calendar to create events for renewals, renegotiation windows and periodic reviews.

The team sees upcoming contract dates alongside other priorities and doesn’t miss critical opportunities.

• Margin and performance analytics

Combine proposal and contract data with delivery and finance info: see which service lines, deal sizes or discount patterns lead to healthy margins, churn or constant scope disputes.

Outcomes

• Instant visibility over commercial commitments

At any moment you can answer: “What have we offered, to whom, for how much, under which terms?”

• Faster, cleaner deal cycles

Sales spends less time chasing versions and internal approvals.

Everyone sees the status and knows who needs to act.

• Fewer margin surprises

Delivery and finance know exactly what was sold, what was excluded and what was discounted.

Margin erosion becomes visible early instead of appearing at year-end.

• Lower legal and operational risk

Critical clauses, renewals and notice periods are tracked explicitly.

The business stops relying on one “contract person” remembering everything.

• Easier scale for the sales team

New reps plug into proven templates, clear approvals and a visible contract history.

You can grow revenue without multiplying chaos.

Want full control over proposals and contracts?