About Smart Documents
Smart Documents are Wedy Pro's all-in-one client document system. Instead of juggling separate tools for contracts, invoices, and intake forms, everything lives in one place — and every document you send reaches your client from your own business email address, never a generic platform address.
Every document you create is tied to a Project, giving you a complete picture of the client relationship: what was sent, what was signed, what was paid, and what's still outstanding.
In the sidebar under the CRM section, click Documents to expand four document types: Proposals, Invoices, Contracts, and Questionnaires.
The four Smart Document types
Each document type is purpose-built for a specific step in the client journey. You can find all four in the sidebar under Documents.
Proposals — Multi-page documents that combine an invoice, a contract, and custom pages into a single unified flow. Send a proposal to present your services, collect a signature, and receive an upfront payment — all in one document. The Proposals list page includes a financial summary header showing your paid, overdue, and draft totals.
Invoices — Documents built around an invoice page with line items, totals, discounts, tax, and payment schedule. Clients pay directly through the document. The Invoices page is the default landing view in the Documents section and also shows the financial summary header.
Contracts — Signature-focused documents containing a contract page with text blocks and signature fields for both your client and yourself. Contracts can also contain invoice and payment pages if needed.
Questionnaires — Fillable form documents for collecting information from clients. Use them for event details intake, style questionnaires, vendor preference forms, and more. Clients fill in their answers directly through the document portal.
Note: Lead Forms (also listed in the sidebar under Documents) are a separate system designed for capturing new leads from your website. They are not Smart Documents. For more on lead forms, see Create a Lead Form.
How to create a Smart Document
Creating any Smart Document follows the same pattern regardless of type.
Navigate to Documents in the sidebar and click the document type you want — Proposals, Invoices, Contracts, or Questionnaires.
Click the Create [Type] button in the top-right corner (for example, Create Contract or Create Invoice).
A template selection modal opens. Choose a template from your saved templates, browse the Template Gallery, or start from scratch.
Select the Project to associate this document with. Every Smart Document belongs to a project.
The Smart Document editor opens. Customize your document, then click Send when it's ready to deliver.
You can also use AI to help draft your document content directly inside the editor — Wedy Pro's AI-assisted document creation surfaces suggestions as you build, saving you time on common contract clauses, invoice descriptions, and questionnaire questions.
The Smart Document editor
The editor is a full-page, drag-and-drop builder with a three-panel layout optimized for desktop use.
Left panel (Pages) — Lists all pages in the document with thumbnails. Drag pages to reorder them, click a page title to rename it, or add new pages and elements from the element library.
Center canvas — The visual editor for the selected page. Drag elements from the left panel onto the canvas, click any element to select it, and edit content directly inline.
Right panel — Four tabs: Themes (colors, fonts, and branding), Elements (element settings), Page (page-level settings), and Documents (document-level actions: save as template, discard draft, delete, sharing controls). To set up your brand colors and visual identity, visit your Profile settings.
For the best editing experience, use a laptop or desktop — the editor is optimized for desktop use.
All changes are saved automatically in real-time. The header displays Saving all changes... while saving and All changes saved when complete — you never need to manually save.
Click Preview in the top-right corner to see exactly how the document will appear to your client before sending.
Document statuses: from draft to completed
Every Smart Document moves through a defined lifecycle. Status tabs on each document list page let you filter by where each document currently stands.
Draft — Created but not yet sent. Clicking a draft document opens it directly in the editor.
Sent — Delivered to your client via email. They have not opened it yet.
Viewed — Your client has opened and viewed the document.
In Progress — Your client has started taking action: filling in answers, signing, or making a payment.
Completed — All required actions are done. Signatures collected, payments received.
Expired — The document's expiration date has passed. You can set expiration rules when building a document — by a fixed date, a number of days after sending, or a number of days after first viewing.
For a full guide to managing document status and automating follow-ups, see Track Document Status (Draft to Completed).
How sending works
When you click Send, Wedy Pro runs a pre-send validation to ensure everything is in order before your document reaches your client.
Three prerequisites must be met before a document can be sent:
Your email account must be connected (Account > Integrations). If it is not, a Connect Your Email prompt will direct you there.
Your payment account must be set up (required for invoices and proposals with payment pages). A Complete Payment Setup prompt will guide you if needed.
At least one lead must be added to the associated Project. An Add Leads to Share prompt will appear if the project has no contacts attached.
Once all checks pass, an email compose window opens with a pre-filled subject and message. You can edit both before sending. The email is dispatched from your own connected business email address — your clients always see your real email, never a Wedy address.
Processing fees apply when clients pay through a document: 2.9% + $0.30 per credit card transaction, or 0.8% capped at $5 per bank transfer.
What your clients experience
When a client receives your document, they click the link in the email. Before viewing, they are asked to verify their identity by entering a code sent to their email — a simple one-step verification that protects your documents from unauthorized access.
Once inside, clients can read the document, fill in any questionnaire responses, e-sign contracts, and pay invoices — all without leaving the document portal. If you want to share a read-only version without requiring verification, you can generate a view-only link from the document's response page.
Tracking and managing sent documents
Once a document has been sent, clicking it from the list opens the File Summary page. This view gives you a real-time snapshot of the document's status with three sections:
Status — Current document status with the option to manually update it, sent date, and expiration details.
shared with — A list of all recipients. Toggle each person's access on or off, or generate a share link to send the document to additional recipients.
action summary — A per-page breakdown showing which signatures have been collected, which payments have been made, and which questionnaire responses are complete.
If you need to make changes to a document you've already sent, you can edit it at any time from the File Summary page. Minor text changes can be published silently (Send Without Notifying) or with a notification email to your client (Notify Changes). Significant changes — like modifying invoice amounts or contract terms — require the client to re-approve before previous signatures remain valid.
To abandon edits to an already-sent document, open the right panel, click the Documents tab, and select Discard Draft — this restores the published version your client sees.
Every time you send or update a document, a new version is recorded. Click the version count in the document header to review the full version history.
Saving documents as templates
Any document you've built in the editor can be saved as a template for future use. While in the editor, open the right panel and choose Save as Template from the Documents tab. Give the template a name and it will appear in Templates > Documents, ready to use as a starting point for new documents.
You can also browse community-shared templates in the Template Gallery, filtered by vendor category — useful for discovering contract structures and questionnaire formats from other event professionals.
To reuse a document structure across projects, use the Duplicate option from the document action menu and select the target project.
Frequently asked questions
What's the difference between a Proposal and an Invoice?
A Proposal is a multi-page document that typically combines a contract, an invoice, and custom cover or service pages into a single client-facing document — useful for presenting your full offering at once. An Invoice is focused on payment: it contains a line-item breakdown of what is owed, along with a payment page for the client to pay. If you only need a client to pay, use an Invoice. If you want them to review, sign, and pay in one flow, use a Proposal.
Can I send a document without an email connected?
No. An email connection is required to send Smart Documents. If your email is not yet connected, navigate to Account > Integrations and connect your business email account. All documents are sent directly from your own email address.
Can I edit a document after I've sent it?
Yes. Open the sent document from the list and click Edit Draft to make changes. Your edits create a draft layer that your client does not see until you send the update. For minor changes, you can choose whether to notify your client or publish silently. For material changes (like invoice amount changes), your client will need to re-approve.
What happens when a document expires?
The client sees an expiration banner when they try to open the document, with the custom message you set when configuring expiration. The document status changes to Expired in your dashboard. You can set expiration based on a fixed date, a number of days after sending, or a number of days after first viewing.
Can team members access documents?
Owners and admins have full access to all documents. Team members with the member role can only access documents for Projects they are assigned to — if they try to open a document for an unassigned project, they will see a Document Not Accessible screen. Bookkeeper access depends on the permissions your account Owner has set.
Are documents connected to Projects?
Yes. Every Smart Document is created within a Project context and appears in the Project's Files tab. This keeps all client documents organized and accessible from the project timeline alongside your activity, tasks, notes, and financials.
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