Setting Your Terms & Conditions

Add your standard terms and conditions to appear on proposals and invoices. This ensures clients see your payment terms, warranties, and other important conditions.

Accessing Terms Settings#

1. Click Settings in the sidebar navigation
2. Select the Terms tab

Types of Terms#

You can configure three types of terms:

Estimate Terms#

Terms that appear on proposals sent to clients. Common inclusions:

• Quote validity period
• Deposit requirements
• Scope limitations
• Exclusions

Invoice Terms#

Terms that appear on invoices. Common inclusions:

• Payment due date
• Late payment fees
• Payment methods accepted

Payment Instructions#

Details on how clients should pay you:

• Bank account details
• PayID information
• Other payment methods

Sammy starts you off with an example block so you can see the layout — it shows BSB: 000-000 and Account number: 1234 5678. Those aren't real details. Replace them with your own before you send an invoice.

If you leave the example in place (or leave a BSB or account number line empty), Sammy treats it as not set:

• The Send Invoice screen shows a Bank details not set warning with a link straight to this setting.
• If you tap Send Invoice anyway, Sammy asks you to confirm. You can go back, add your bank details, or send anyway.
• If you send anyway, the invoice says "Please contact us for payment details." instead of the example numbers, so a made-up BSB never reaches your client.

If you don't take bank transfers, that's fine — write whatever applies (PayID, card link, cash on completion). Sammy only flags the example numbers or an empty BSB / account line.

Setting Up Terms#

Using a Template#

1. Click on the terms section you want to set up
2. Browse available templates
3. Select a template that suits your needs
4. Customise the text if needed
5. Click Save

Writing Custom Terms#

1. Click on the terms section
2. Type or paste your custom terms
3. Use the formatting tools for headings, bullet points, etc.
4. Click Save

Uploading a Document#

If you have existing terms documents:

1. Click Upload Document
2. Select your file (PDF, DOCX, or XLSX)
3. The document will be attached to your proposals/invoices

You can upload multiple documents and reorder them as needed.

Controlling Where Terms Appear#

For each terms section, you can toggle:

• Show on Estimates – Include in proposals
• Show on Invoices – Include on invoices

This lets you have different terms for quotes vs invoices, or use the same terms for both.

Managing Custom Documents#

If you've uploaded custom documents:

• Reorder – Drag and drop to change the order
• Enable/Disable – Toggle documents on or off without deleting
• Delete – Remove documents you no longer need

What Clients See#

When you send a proposal or invoice, your terms appear:

• In the PDF document
• On the online proposal view
• Available for the client to download

Terms are clearly presented so clients can review before accepting.

Tips#

• Keep it clear – Use plain language clients can understand
• Be specific about payments – State exactly when and how you expect to be paid
• Include exclusions – List what's not included to avoid disputes
• Review regularly – Update terms when your policies change
• Check legal requirements – Ensure your terms comply with Australian consumer law

Common Terms to Include#

For Estimates/Proposals#

• Quote validity (e.g., "Valid for 30 days")
• Deposit amount (e.g., "50% deposit required before work commences")
• Variations clause (e.g., "Additional work will be quoted separately")
• Access requirements
• Site conditions assumptions

For Invoices#

• Payment terms (e.g., "Payment due within 14 days")
• Late payment fees
• Accepted payment methods
• Bank details or PayID

Warranty Information#

• Workmanship warranty period
• Materials warranty (manufacturer's warranty)
• What's covered and what's not
• How to make a warranty claim

Related Articles#

• Send Your Estimate as a Proposal
• Create Your First Invoice

Quote Acceptance and Signatures#

Quote acceptance is item 04 in the Templates list. The default statement is: “I accept this quote and agree to the terms and conditions included in it.” This works for homeowners and business clients without asking them to accept on behalf of themselves. You can use your own wording instead; changing the default does not replace wording you have saved.

Under Settings → Terms → Templates → 04 Quote acceptance, set the acceptance statement clients confirm when accepting your quote. When signature acceptance is enabled for your account, you can also turn on Require a signature on new quotes. This sets the starting choice for new estimates; existing quotes retain their own setting.

You can change the signature requirement for an individual quote before sending. The sent proposal keeps its acceptance statement and signing requirement, so later settings changes do not change what your client received. Recall and resend if you need to change them.

See Requiring a Signature on Quotes for the client signing steps and signed copies.