Documents, Quotes & Payments

From deal
to paid.

We connect your CRM, documents, signatures, invoices and payments into one automated workflow — so the deal moves forward without manual retyping or follow-up gaps.

Talk to HiKit →
One deal moving from CRM data to a generated quote, a signed contract, an invoice with a payment link, and a paid status synced back to the CRM and books.

01 · Map the paper trail

First,
follow the deal.

Today one won deal turns into a dozen manual handoffs. We map them first — then replace them with one chain.
Manual today
Sales
Quotes
Ops
Finance
Contracts
Billing
AutomatedOne chain. No gaps.
1Deal won
Acme Co.
Won
2Quote
Generated
3Sent
To: Acme Co.
Sent
4Signed
Signed
5Invoice sent
Matched
6Paid
$12,500
Paid

Six steps, no retyping — the chain runs itself.

02 · Source of truth

One source of data.
Every document updated.

Client, scope, price, dates and terms live in the CRM once. Change the price and every document follows.
CRM recordSource of truth
ClientNorthwind Studio
ScopeDesign + build
Price$12,400
Start dateMay 12
Terms50% deposit
Quote
Q-1042
ClientNorthwind Studio
ScopeDesign + build
Total$12,400
Contract
C-1042
ClientNorthwind Studio
ScopeDesign + build
Value$12,400
Invoice
INV-2207
ClientNorthwind Studio
Deposit50%
Amount$6,200
CRM record

03 · Dynamic quotes

From deal data
to ready-to-send quote.

Deal fields drop into a branded template — line items, add-ons, discount, tax and terms. No retyping.
Deal fields
ClientScopeDesign systemBuild & launchAdd-on · migrationDiscountTaxTerms
HHiKitQuote Q-1042
ClientNorthwind StudioScopeWebsite redesign
Design system$4,800
Build & launch$6,400
Add-on · migration$1,200
Discount− $800
Tax$200
TermsNet 30
Total$11,800Ready to send

04 · Custom pricing logic

Not every quote is just
price × quantity.

Options, add-ons, bundles, discounts and tax are encoded in the template. Switch the package to see the quote recalculate.
Base service$6,000
Option · extra page set$1,200
Add-on · SEO setup$2,400
Discount−$960
Tax$1,136
Quote totalPremium
$9,776
Base service$6,000
Extra page set$1,200
SEO setup$2,400
Discount (10%)−$960
Tax (auto)$1,136
Calculated by the template
Illustrative values

05 · Human approval

Automate the routine.
Keep approval where it matters.

Rules decide which quotes need a person. The chain waits for a click — approve, edit or reject.
01
Quote generated
Q-1042 · $11,800
02
Check rule
Discount above 5% → needs approval
03
Human review
Sales lead decides
04
Send
Approved · sent to client
The chain pauses here until a person decides — automation doesn’t remove control.

06 · E-signature

From sent to signed
without the chase.

The contract goes out, gets viewed and signed — and the signature itself triggers the next step.
Contract C-1042Services agreementSigned
HiKit · provider
Client✓ Signed
SentMar 12, 09:14
ViewedMar 12, 11:28
Signature requestedMar 12, 11:28
SignedMar 12, 14:03
Next step triggered automaticallye.g. create invoice, send welcome email

07 · Reminders

Follow up without
having to remember.

Polite reminders go out on your schedule — and every pending one stops the moment payment lands.
Reminder schedule · INV-2207Automated
Day 0Invoice sentInitial email with invoice and details.
Day 10Due soon · friendly reminderPolite nudge before the due date.
Day 14Due today · reminderLet them know it’s due today.
Day 17Overdue · reminderFollow up after the due date.
Day 24Overdue · owner reviewEscalate to owner for manual review.

Click the button to see pending reminders stop.

08 · Late payments

Not every overdue invoice
should get the same message.

Tone and timing change as an invoice ages, and a defined condition brings in a person.
Email previewThis is what your client receives.Day 3 overdue

Subject: Just a quick note — INV-2207 is ready whenever you are.

Hi there,

Just a quick reminder that invoice INV-2207 is now 3 days overdue. You can view and pay it securely using the link below.

View and pay invoice

Thanks,
The HiKit Team

Your tone
Your timing
Human control

09 · Reconciliation

Paid should mean
every system knows it.

One payment event reaches the CRM, accounting, the customer record and the reminders — and the numbers have to agree.
PaidPayment event · INV-2207
CRMDeal → Paid
AccountingInvoice matched
Customer recordStatus: paid
RemindersStopped
Sales ↔ financial reality
CRM deal$11,800
Invoice$11,800
Payment$11,800
Books$11,800
Reconciled — every record agrees

10 · Document status

See what’s moving.
See what’s stuck.

Switch the question — see what needs approval, what waits for a signature, what is overdue and what was paid.
Document statusSample data
Contract C-1046Northwind StudioViewed · 2 days
Agreement A-212Lumen ConsultingSent · today
Contract C-1044Oak & Co.Viewed · 5 days

11 · Audit trail

Every step
has a record.

Every document keeps its history — generated, sent, viewed, edited, approved, signed and paid.
C-1042 · Services agreementCreated May 2 · Northwind Studio · illustrative history
View documentDownloadCompleted
May 2 · 09:14Generated from CRM dealSystemDocument created automatically from deal data.
May 2 · 09:20Sent to clientAlex CarterEmail sent with a secure sign link.
May 2 · 13:05Viewed by clientNorthwind StudioClient opened the document.
May 3 · 10:41Scope editedAlex CarterPricing and scope updated.
May 3 · 11:02ApprovedSales leadDeal approved by sales lead.
May 3 · 16:30SignedNorthwind StudioClient signed the agreement.
May 3 · 16:30Invoice createdSystemInvoice generated automatically.
May 5 · 08:12Payment receivedSystemPayment confirmed in accounting.

12 · How HiKit builds it

From paper trail
to automated flow.

Six steps from mapping the paper trail to handing over a documented system.
Step 02Build templatesCreate consistent, on-brand documents with variable fields.In progress2 / 6
Base templateContract, quote or invoice
Variable fieldsClient, amount, dates, terms
BrandingLogo, colors, email style
PreviewSee exactly how it looks
Northwind
StudioServices Agreement
Client nameProject detailsAmountDates
Variable fields
{{client_name}}
{{project_name}}
{{amount}}
{{date}}

13 · What you own

Your documents.
Your system.

Templates, rules, connections, signature flows, invoice logic, reminders and reconciliation — built in your accounts.
Your document system, built in your accounts — templates, signature flows, routing rules, invoice logic, connections, reminders and reconciliation, all marked Yours.
Built in your tools · Fully documented · Completely yours
Built in your accountsTemplates, signatures, invoicing and payments set up in your own tools, with full access and documentation.
Your rules stay with youPricing logic, approvals, reminders and triggers — yours to change any time.
No lock-in. Fully handed over.Your team is trained to run it. No black box, no dependency.

Everything is built in your own tools and accounts, documented, and owned by your business.

14 · What this replaces

Stop doing the work
between the documents.

The retyping, the searching, the remembering and the awkward emails between documents.
No
Retyping customer names
Copying totals
Exporting PDFs manually
Searching for signed contracts
Remembering invoice dates
Awkward payment reminders
Updating CRM after payment
Yes
Data-driven documents
Automated generation
Tracked signatures
Automatic invoicing
Scheduled reminders
Reconciliation
Clear status
Yes

15 · Who this is for

This makes sense if…

01Quotes are still created manually
02Customer data gets retyped into documents
03Contracts sit waiting for signature
04Invoices go out late
05Payment follow-up depends on memory
06Sales and accounting records don't always match
07Your team searches for the latest version of documents
08Your CRM and billing tools don't work as one system
FAQ

Straight answers.

What it connects, where people stay in control, and what you own at the end.

PandaDoc, DocuSign and Dropbox Sign for signatures; Stripe, QuickBooks and Wave for invoicing and payments; Make.com and direct APIs for the wiring between them and your CRM. We choose by fit and cost for your case, and you own every account.

Ready when you are

Stop chasing paperwork.
Let every deal close itself.

Your CRM, documents, signatures, invoices and payments working as one flow — documented and owned by your team.

Talk to HiKit →