Manage negotiation, signing, KYB, and activation

This workflow manages the seller side after an offer is sent. The outcome is a controlled revision and signature history, an approved KYB and Billing handoff where required, and an activated or deliberately closed engagement.

Before you begin

You need access to the engagement and the authority required for each action. Sending and signing administration require organization-admin authority. KYB review requires the dedicated reviewer capability and normally requires separation from the engagement’s creator, sender, and term grantors. If no other conflict-free human reviewer exists, Engage permits and audit-logs the sole-operator exception. Billing approvals happen in Billing.

Track the pipeline

1. Open Pipeline.
2. Use search or the progress-stage filter to find the engagement.
3. Switch between table and kanban layouts if useful.
4. Open the engagement from its counterparty name.

Pipeline columns are derived from events and linked state. The kanban is read-only: dragging a card cannot change the commercial lifecycle. Use the explicit engagement actions instead.

Revise or follow up on a sent offer

• Select Send reminder for a Sent engagement when a follow-up is appropriate. It sends a fresh link and supersedes the prior URL for future loads.
• Select Resend offer for Sent or Expired when the recipient needs a fresh link. The previous link stops working.
• Select Revise offer to create a new draft revision for changed terms. Review and send the replacement; the prior sent revision is preserved rather than edited.
• Use Refresh from CRM only while Draft. Sent revisions are frozen.
• Use Change email deliberately. A new address invalidates prior access. A partially signed attempt requires explicit confirmation that the signatures will be voided; after the engagement reaches Signed or Activated, the email can no longer be changed.

If the deal should end, select Withdraw and confirm. Withdrawal is terminal and invalidates the counterparty link. A decline is the counterparty’s terminal decision.

Coordinate signing

1. When the offer is accepted and ready, open the engagement’s signing section.
2. Select the Seller signatory, then Open signing.
3. Wait for the counterparty signature.
4. When the page says the counterparty has signed, have the selected seller signatory select Countersign.
5. Confirm the engagement reaches Signed.

Choose a seller signatory other than the sender. If the sender is the only eligible operator, Engage allows and records a Sole-operator override. It also records when the signatory granted terms on the offer.

Review the KYB gate

The intake can contain directors’, beneficial owners’, and other personal information. Use only the authorized KYB review surface.

1. Confirm the KYB intake is awaiting review.
2. As an authorized reviewer, inspect the required answers and evidence.
3. Select Approve only when the information is complete and acceptable. Approval requires an independent reviewer while another eligible conflict-free human exists; use the audited sole-operator exception only when none exists.
4. To return the intake instead, select Request changes, enter Subject and What needs to change, then select Send request. This does not apply the approval-only conflict check, but still requires review authority.
5. After approval, confirm the intake shows Verified.

Engage rejects a conflicted reviewer while another eligible conflict-free human exists. If none exists, it records the sole-operator approval in the audit trail. Other organization members can see the gate state but not the protected answers and files.

Clear the Billing handoff

1. Under Billing contract, inspect the handoff state.
2. If a contract is linked, select Open the contract in billing and compare it with the signed terms.
3. Confirm Contract status is Draft or Active.
4. Confirm Discount approval says All discounts approved.
5. If no contract exists, wait for the automatic handoff.
6. If Engage reports an ambiguous seller, select Seller entity, choose the approved entity, and select Save seller entity.
7. After correcting the seller or another retryable cause, select Retry billing handoff in Engage. Use Billing’s manual contract flow only when the approved recovery process specifically requires it.

Activate the engagement

1. Confirm the engagement is Signed.
2. Confirm the KYB gate is approved when an intake exists.
3. Confirm a Billing contract is linked and all discounts are approved.
4. Confirm the linked contract is Draft or Active. Engage can activate an eligible Draft contract inline.
5. Reload after KYB approval, a successful Billing handoff, or final discount approval: each event can activate the engagement immediately when every other gate already passes. If the engagement remains Signed after all gates are ready, select Activate, then confirm Activate engagement.

Activation is terminal and frees the CRM opportunity for a new engagement.

Success check

The engagement shows Activated, the Pipeline shows Activated, the linked Billing contract is active, and the signed revision and approval evidence remain accessible to authorized users.

For failed sends, stale revisions, signing blocks, KYB conflicts, or handoff errors, use Troubleshoot Engage.