Aiwyn's engagement letters module makes a firm's engagement process repeatable: letters are generated from templates the firm controls, sent to the right contacts automatically, signed electronically, and stored where both sides can find them.
This page explains how the pieces fit together. If you want to send a letter rather than understand one, start with Send your first engagement letter.
Where the data comes from
Aiwyn reads your practice management system. Clients, contacts, client groups, partners, managers and projects all come from there — which is what makes the defaults work. Select a client and most of the engagement fills itself in.
Nothing is retyped, and nothing becomes a second source of truth. See How your practice management system drives engagement defaults.
How a letter is produced
Your firm's engagement admins build letter templates out of section templates, and decide which sections a preparer may change.
A preparer chooses a template, a client, a fiscal year and some dates. Aiwyn assembles the letter and fills the placeholders. The result is a document nobody wrote by hand, in language the firm has already approved.
Letter templates are dynamic letter templates, built from reusable blocks and snippets. A block is a paragraph-sized piece of content; a snippet is a word or phrase that varies inside a sentence. Either can carry several variants, and each variant has a condition built from the same placeholders that merge data into the letter: client type, project name or type, price, dates, and custom fields from your practice management system. Aiwyn shows the variant whose condition the engagement's data satisfies and hides the rest. One template can therefore produce an individual tax letter, a trust letter and a corporate letter, or an audit letter with or without supplemental schedules, with no one choosing paragraphs by hand.
For the person sending the letter this means the draft is already tailored, and that a paragraph which looks wrong is usually a sign that the client or project data behind it is wrong. A genuine one-off change is made by flattening the block on that letter alone; the template is never touched by a preparer.
See How an engagement is structured and How engagement letter content and type are determined.
What the client does
The contact receives an email and follows a one-click link. They read the letter, sign it, and — where the letter asks for it — save a payment method or pay a prepayment.
Reminders go out every three days until they are finished. See What executed means, and what gates it.
What happens when it is done
The client receives the signed PDF. The engagement partner, manager and collaborators receive it too. A certificate of completion is appended, recording who signed, when, and from where. Both portals keep a copy.
Scale
One letter at a time, or up to 5,000 in a batch. Several clients on one letter, or one client per letter. Letters with projects and prices, or letters with neither.
Next year
Executed engagements can be renewed. Aiwyn prefills a new engagement from the old one and shows you both side by side, so you can price this year against what last year actually cost. Partners and managers receive a monthly reminder of what is due.
See What carries forward when you renew.
Where to go next
- Get started — a lesson that takes one letter from nothing to signed
- How-to guides — one task per page
- Reference — fields, statuses, limits, permissions, emails
- How it works — the concepts behind the screens