Terms and conditions are a key part of your SalesDocs. They set expectations with your customer around payment, delivery, approvals, and responsibilities.
In Hoops, you can manage terms in two ways:
Template-level terms (applied automatically to new SalesDocs)
SalesDoc-specific terms (overrides for individual deals)
This gives you both consistency and flexibility.
Step-by-Step: Set Default Terms (Templates)
Step 1: Open SalesDoc Templates
On your SalesBoard, click Add New and select Manage SalesDoc Templates.
Step 2: Edit a Template
Click Edit on the template you want to update.
Step 3: Add Terms and Conditions
Scroll to the Terms section and enter your terms and conditions.
These might include:
Payment requirements
Production timelines
Approval processes
Returns or cancellation policies
Step 4: Save or Update Template
Choose whether to:
Update the existing template, or
Save as a new template
Step 5: Create a SalesDoc with Default Terms
When creating a new SalesDoc, the selected template’s terms will automatically be included.
Override Terms on a SalesDoc
Sometimes a deal requires different terms.
You can easily override the default Terms, just for that SalesDoc.
Step 6: Open Terms on the SalesDoc
Inside your SalesDoc, click the Terms section on the left panel.
Step 7: Edit or Add Custom Terms
Your template terms will appear by default.
Make any changes needed for this specific deal.
Step 8: Save and Review
Save the SalesDoc.
When viewed or sent to the customer, the updated terms will be included.
Important: How Terms Work
Terms are saved on each individual SalesDoc
Updating a template only affects new SalesDocs
Existing SalesDocs will keep their original terms
Overrides apply only to that specific SalesDoc
💡 Pro Tips
1. Use Templates to Drive Workflow
Create multiple templates for different commercial scenarios:
Payment upfront before production
Deposit required, balance before delivery
Credit terms (e.g. 7 or 14 days)
This allows your team to select the right terms instantly without rewriting them.
2. Keep Terms Clear and Consistent
Your SalesDocs are customer-facing. Clear, simple language improves trust and reduces back-and-forth.
3. Override Only When Needed
Use overrides sparingly. Templates should handle 90%+ of your use cases.
4. Align Terms with Your Process
Your terms should match how you actually operate:
When do you order from suppliers?
When do you require payment?
When does production begin?
Getting this right helps speed up your sales process.
Summary
Set your standard terms at the template level
Use overrides for one-off scenarios
Leverage multiple templates to support different sales workflows