By Rebecca Nolan, field-service contract systems coordinator with 9 years of experience managing proposal approvals, document templates, and billing handoffs
Last reviewed: July 21, 2026
FieldPulse lets service businesses create contracts, attach them to proposals, collect electronic signatures, and preserve customer documents alongside estimates and invoices. Before billing or scheduling contracted work, verify which proposal was accepted, which contract was attached, and whether the required signature was actually recorded.
This independent guide is not operated by or affiliated with FieldPulse.
Find the signed record first. Skip rebuilding the contract or changing the invoice merely because one employee cannot see the document on the screen currently open.
What are FieldPulse contracts?
FieldPulse is field service management software for customer records, jobs, scheduling, estimates, invoices, payments, projects, and technician operations. Its proposal tools can include tiered options, contracts, signatures, service information, pricing, and later invoice conversion.
A contract can document matters such as:
- Scope of work
- Payment schedule
- Customer responsibilities
- Warranty terms
- Cancellation conditions
- Maintenance coverage
- Renewal rules
- Project exclusions
The estimate and contract should serve different purposes.
The estimate states what is being proposed and what it costs. The contract records the terms governing the work. A customer may accept a proposal price without completing a separate required agreement unless the company has built and tested the workflow correctly.
Do this first: identify every document the customer must approve. Skip assuming that one signature automatically covers unrelated terms stored elsewhere.
Attaching a contract to a proposal
FieldPulse promotes contract creation directly within proposals, allowing a business to move from a quoted option to a signed agreement without rebuilding the commercial record in another system.
The proposal should be checked before it is sent:
| Proposal element | What to verify |
|---|---|
| Customer | Correct household, company, and contact |
| Service location | Correct site for the work |
| Estimate version | Current proposal, not an older draft |
| Selected option | Correct package or service tier |
| Contract | Correct terms attached |
| Signature request | Enabled for the intended signer |
| Payment request | Matches the agreed deposit or balance |
One customer may receive several proposal versions during negotiation. Attaching the contract to the wrong version creates a record that can be signed yet commercially outdated.
Preview first.
Do not delete earlier proposals merely to make the list cleaner. Preserve the history and distinguish the accepted version clearly under the company’s process.
Why the customer’s signature may be missing
A customer can review a proposal without completing every required action.
The signature request may not have been selected. The customer may have opened an older link. A required proposal option may remain unselected. The contract may also be stored separately from the estimate the customer signed.
Check the exact record and link.
FieldPulse markets mobile and emailed electronic signatures for proposals and contracts, but the business still needs to confirm which document received the signature.
Four concrete frictions deserve attention:
- The proposal shows as sent but not accepted.
- An option was viewed but never selected.
- The estimate was signed, but the attached contract was not included.
- Another contact signed instead of the authorized customer representative.
Do not treat a text reply saying “looks good” as the stored contract signature.
A casual message may show customer intent, but it is not the same record as the completed electronic agreement. Use the documented signature workflow required by the business.
Contract titles and body limits
FieldPulse documents a maximum of 255 characters for a contract title and 60,000 characters for the contract body.
Those are generous limits. They are not an invitation to place every policy into one dense document.
A clear title should identify the agreement, such as:
- Residential HVAC Replacement Agreement
- Annual Generator Maintenance Contract
- Commercial Service Terms
- Plumbing Project Change Agreement
Avoid generic titles such as “Contract” or “Terms.” A customer with several projects may later have difficulty identifying which document applied.
The body should also use readable sections. Long text pasted from a word-processing file can remain technically within the limit while becoming difficult to review on a phone.
Short clauses. Clear headings.
The business should have its contract language reviewed by appropriate legal counsel for its jurisdiction and work type. FieldPulse stores and presents the document; it does not determine whether the terms satisfy local contract, licensing, disclosure, or consumer-protection requirements.
Templates reduce errors but preserve old mistakes
FieldPulse provides record templates and estimate or invoice templates to help businesses repeat common workflows and instructions. Its training materials warn that interfaces and features can evolve, so current documentation should be checked when maintaining those templates.
A proposal template may include:
- Standard line items
- Service descriptions
- Contract attachment
- Deposit request
- Internal instructions
- Customer notes
- Follow-up tasks
Templates are useful for repeat installations and maintenance plans. They also reproduce whatever was configured at the source.
An old template can carry an expired warranty statement, outdated cancellation address, former business name, incorrect deposit percentage, or obsolete service description into every new proposal.
Review templates after pricing changes, policy revisions, rebranding, financing changes, or new legal requirements.
Skip correcting dozens of individual proposals when the mistake belongs to the template.
Contract records and QuickBooks do not fully match
FieldPulse’s current Customer Success Agreement says contracts are not supported in the QuickBooks Online synchronization. It also lists invoice custom fields and groupings among unsupported items.
This creates an important boundary.
An estimate or invoice can sync to QuickBooks while its FieldPulse contract does not. An accounting employee may therefore see the financial record but not the signed agreement inside QuickBooks.
Keep the contract in FieldPulse or the company’s approved document repository.
Do not assume the absence of a contract in QuickBooks means the customer never signed one. Open the FieldPulse customer, estimate, invoice, job, and related documents.
The integration also does not transfer FieldPulse job history as structured QuickBooks history. QuickBooks-supported customers, estimates, invoices, and payments can move through the integration, while job notes, schedules, completed-job details, and contracts remain subject to the documented limitations.
Accounting and operations should know which system holds which evidence.
Turning an accepted proposal into an invoice
FieldPulse supports converting an accepted proposal into an invoice while carrying over services, materials, and quoted prices.
Before conversion, compare:
- Accepted proposal version
- Selected pricing option
- Attached contract
- Customer signature
- Approved additions
- Deposit already received
- Remaining amount to bill
Do not convert every proposal associated with the job.
A customer may have rejected the basic option, accepted the premium option, and later approved a scope addition. The resulting invoice should follow the accepted commercial path, not whichever estimate appears first in the list.
The contract may also define milestone billing rather than one final invoice. In that case, the billing team should follow the agreed schedule and its accounting procedure.
Proposal conversion prevents retyping. It does not remove the need for contract review.
Contract changes after signature
Changing the work after signature needs a controlled record.
The business should preserve:
- Original signed proposal
- Original contract
- Requested change
- Revised price
- Schedule impact
- Material impact
- Customer approval
- Updated invoice or progress billing
Do not silently edit the original contract text after the customer signs.
A revised proposal, addendum, or change-order document may be appropriate, depending on the business’s contract structure and applicable law. The precise method varies by state, trade, project type, and customer category.
FieldPulse Custom Forms can also be attached to jobs, estimates, and invoices, and can require customer and technician signatures. This can support a structured change-order or completion process when the form is designed and reviewed for that purpose.
Use the original agreement as the baseline. Skip relying only on a technician note that says the customer requested extra work.
Contracts versus maintenance agreements
FieldPulse also provides centralized maintenance-agreement management for recurring service contracts. It can organize ongoing service, contract-based pricing, renewal information, and repeat scheduling.
A project contract and a maintenance agreement are not necessarily the same record.
A project contract may govern one installation or renovation. A maintenance agreement may cover recurring visits over a defined term.
Check:
| Agreement type | Typical purpose |
| Project contract | One defined project or installation |
| Maintenance agreement | Recurring service and renewals |
| Estimate | Proposed scope and price |
| Invoice | Amount billed |
| Custom Form | Structured inspection, approval, or completion record |
Do not create a generic recurring job as the only evidence of a maintenance contract. The recurring appointment shows the operational schedule; the agreement stores the service commitment.
A current FieldPulse resource also states that maintenance contracts can support recurring invoices based on contract terms. The company should verify the billing frequency, service frequency, start date, end condition, and customer approval before activating that automation.
Documents may not migrate from an old platform
FieldPulse’s current migration terms say files, attachments, images, and file-based records are generally not supported in standard data migration. Customers are responsible for retaining legacy documents separately.
This is a major contract risk during implementation.
Customer names, locations, and jobs may migrate while older signed contracts remain behind in the previous system.
Create a document-retention plan before go-live:
- Export signed agreements.
- Preserve readable filenames.
- Match documents to customer and job references.
- Retain the old system or archive as required.
- Upload critical active contracts manually where appropriate.
- Test retrieval before access to the old platform ends.
Do not assume that a migrated customer record contains every historical attachment.
Check active projects first. Skip waiting for a dispute or warranty request to discover that the signed agreement was never moved.
PDF forms and signature fields
FieldPulse’s implementation documentation says its PDF Form Filler can support text fields, checkboxes, radio buttons, dates, dropdowns, and signature fields. Under the documented implementation scope, FieldPulse may configure up to 10 supplied forms with a combined limit of 30 pages unless another agreement says otherwise.
That implementation allowance is not the same as the character limits for ordinary FieldPulse contracts.
A PDF form preserves an established page layout. A FieldPulse contract uses its own title and body structure. A Custom Form offers configurable mobile-friendly fields.
Choose the record based on the document requirement.
Use a PDF when an authority, manufacturer, customer, or legal process requires a fixed layout. Use a native contract when the business needs reusable agreement text connected to a proposal. Use a Custom Form for operational checklists and structured sign-off.
Skip using a scanned image of a paper contract when a searchable, fillable record is available and accepted by the business’s legal process.
Access and customer records
FieldPulse customer profiles can contain jobs, invoices, comments, files, photographs, and additional custom information.
A contract that seems missing may be connected to another customer profile.
This often happens when:
- The customer has duplicate records.
- A commercial account uses several contacts.
- The service site was created as another customer.
- The proposal belongs to an older company-name variation.
- The employee is viewing the job rather than the estimate.
Search by company name, contact, service address, estimate, and invoice before creating another agreement.
Do not move the contract casually between similar customer records. Confirm the actual contracting party and service location first.
FieldPulse pricing and support
FieldPulse uses seat-based customized pricing. Full-access seats include the broader office platform, while field-only seats provide narrower mobile access. Pricing depends on the company’s team and selected configuration.
Contract, proposal, form, and implementation needs should be discussed during the quote and setup process.
FieldPulse publishes support@fieldpulse.com and 469-382-5668 in its Help Center and implementation materials.
Before reporting a contract issue, note:
- Customer and service site
- Proposal or invoice reference
- Contract title
- Expected signer
- Signature status
- Proposal version
- Attached forms
- Whether QuickBooks is involved
- Whether the record came from a migration
Do not include credentials, authentication codes, or confidential information unrelated to the support request.
Frequently asked questions
Can FieldPulse attach a contract to a proposal?
Yes. FieldPulse advertises contract creation and attachment inside proposals.
Can customers sign FieldPulse contracts electronically?
Yes. FieldPulse describes customer electronic acceptance and signatures for contracts and proposals.
Why is the contract missing in QuickBooks?
Contracts are currently listed as unsupported in the FieldPulse QuickBooks Online synchronization.
How long can a FieldPulse contract be?
The documented limits are 255 characters for the title and 60,000 characters for the body.
Is a signed estimate the same as a maintenance agreement?
Not necessarily. An estimate records proposed work and pricing, while a maintenance agreement manages recurring service terms and renewals.
Can FieldPulse import old signed contracts automatically?
Standard migration generally does not include files, attachments, images, or document records. Preserve those files separately and confirm any manual upload plan.
Can a PDF form include a signature field?
Yes. FieldPulse’s PDF Form Filler supports signature fields along with text, checkboxes, radio buttons, dates, and dropdowns.
What should be checked before invoicing contracted work?
Confirm the customer, accepted proposal, attached contract, signer, signature status, approved changes, deposit, and remaining amount.
