Paperwork and documents
What Rufio drafts, stores, and routes for you, what it never signs, and which parts need setup first
What it does
Rufio prepares the paperwork behind a job — a quote turned into an agreement, a contract, an invoice in your own branding, and the files that go with them — starting from your own standard terms and clauses instead of a blank page. A document gets assembled from the customer's information already on file, an approved template, and your standard clauses, then held for your review.
Every document Rufio drafts here starts at Suggest on day one: it waits for your OK before anything moves further. As a task like this proves itself, you can move it to Review, where Rufio acts and shows you afterward — moving the dial is always your decision, one task at a time, never Rufio's own. See Autonomy levels for how that works.
Files stay attached to the job and customer they belong to. Rufio tracks versions instead of leaving you to work out which copy is current, and keeps a store of agreements on file rather than scattering them across email. Where your business type has a customer-facing portal, customers can see their own paperwork without a call or an email to you.
This page also covers marketing — campaigns, audience segments, landing pages and forms, and review or reactivation outreach. All of that is built. What's worth knowing before you plan around it is that marketing is one of the newer areas: expect it to be thinner than the document side of this page, and to change more as it settles. Anything that goes out to a customer also needs an email account connected before it can actually send.
When to use it
Use this when you need an agreement, a quote turned into a signed contract, an invoice template, or any other document tied to a job or a customer, and you'd rather start from your own standard language than write it from nothing.
Come to the marketing part of this page knowing it is newer ground than the document side. Campaigns, landing pages, audience segments, and reactivation outreach all exist and work, but this is the least settled area covered here, so treat it as somewhere to experiment rather than somewhere to build a month's plan around.
How to use it
Example — preparing a customer service agreement:
Request: "Prepare the agreement from our standard terms and send it to me for review."
What Rufio does: pulls the customer's information already on file, the approved agreement template, and your standard clauses, and assembles a draft.
Where it stops: the draft is held at the approval boundary. Rufio does not send it to the customer, and it does not request a signature on it — contracts and agreements are drafted for you and never executed on Rufio's own authority, at any level.
If you later want that finished agreement sent out for signature, that part is built in rather than something to connect to an outside service: the agreement goes to the signer as a link, or gets signed in person. What doesn't change is who authorizes it — Rufio prepares the document and routes it; the signing is done by a person.
Parameters
What Rufio needs from you for this part of the business:
| What Rufio needs | Why |
|---|---|
| Your standard templates and clauses | Drafts start from your own language, not invented boilerplate |
| The customer's information already on file | So a draft is built for the actual customer rather than a placeholder |
| Who signs, and where their signature belongs on the page | Routing a document out for signature is built in, but it needs to know the signers and which template to use |
| Your business type | Determines whether a customer-facing portal is part of what you have |
| For marketing: a connected email account | Campaigns and reactivation messages reach people by email, so nothing sends until that exists |
What you get back
A draft — an agreement, a quote turned into a contract, an invoice in your own branding — ready for your review, built from your own templates and clauses rather than a blank one. It stops there: nothing is sent to the customer and nothing is signed until you say so.
Files and agreements stay organized under the job and customer they belong to, with version tracking so you're not guessing which copy is current. Where your business type has one, a customer portal shows customers their own paperwork, so a status check doesn't have to come through you.
Ask for a campaign, a landing page, a segment, or a reactivation message and you get it prepared, under the same Suggest default as everything else here. What you will not get is something sent before you have looked at it — and nothing sends at all until an email account is connected.
Limits
Rufio never signs anything. Every contract and agreement is drafted for you and never executed by Rufio, at any autonomy level.
Marketing is the least settled area on this page. Campaigns, audience segments, landing pages and forms, and review or reactivation outreach are all built, but this part is newer and thinner than the document side, and it will change more. Outbound messages also need a connected email account before they can send.
Sending a document out for signature is built in, but it is still a request to a person, not an outcome Rufio can produce. It goes out and then waits on the signer; Rufio does not sign on anyone's behalf and cannot make a signature happen.
A customer portal exists only where your business type actually has one. It is not part of every business on Rufio.
Related
- Autonomy levels — how Suggest, Review, and Automate work, and how a task moves between them
- Every capability — the full availability table for every capability on this page
- Money — what happens to an invoice once it's prepared, including payment
- Customers and sales — where the customer information behind a draft comes from
- What Rufio does — the rest of the business, covered the same way