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Create a single engagement letter

Maggie Shipley
Updated

Send one engagement letter to one client. To create many letters at once, use one of the batch how-to guides instead.

Before you start

  • The primary contact and the billing contact each need an email address on file. Aiwyn cannot send the letter without one.
  • Know which letter template you need. Templates are built and maintained by your firm's engagement admins.

Steps

  1. Go to Engagements in the firm portal.
  2. Select New engagement.
  3. Search for the client and select it. The client name and ID appear in the list.
  4. Check the primary contact. Aiwyn preselects one based on your practice management system. Change it if the letter should be addressed to someone else. This person must sign.
  5. Check the billing contact. This is the person who saves a payment method or pays a prepayment.
  6. Choose which address prints on the letter: the primary contact's address, or the client address.
  7. Choose the payment prompt: required, optional, or none.
  8. Check the engagement partner. This is the letter's author.
  9. Check the engagement manager. This is the sender of the client email.
  10. Add collaborators if other staff should receive the signed PDF.
  11. Choose the letter template.
  12. Choose the fiscal year. This determines which projects you can add in the next step.
  13. Edit the engagement name if needed.
  14. Choose the start date, or leave it as On acceptance.
  15. Add a renewal date if you want this engagement included in next year's renewal reminder.
  16. Select Save.

The draft opens on the Clients tab. From here you can add projects, edit the letter content, and add signatories before sending.

The choices you just made decide the wording within the letter. Blocks in the template carry variants whose conditions test the client's type, the projects you add and their prices, and custom fields from your practice management system, so adding a project on the Scope of services tab can change paragraphs on the Engagement letter tab. Review the letter after you have added projects and prices, with Highlight dynamic content on, rather than before.

If you leave the start date as On acceptance, any start date placeholder in the letter stays blank. See Choosing an engagement start date.

Related

  • Add additional signatories to a letter
  • Price a project on an engagement letter
  • Edit an unlocked section of a letter