SuiteTerms - Product Release Notes

What's new in this release

Licensing and seats, a platform admin area for the product owner, and a cleaner look across the app.

• Licenses and seats. Each company has a license (type, seats, expiry). Companies see it but cannot change it. Seat management
• Early warnings. A banner and a bell item count down the days, and the owner is emailed. After the end date the workspace is read-only. License banner
• Platform admin area. IPA Nordic staff create companies, set seats and expiry, and see every company's accounts, business details, integrations and email templates. Platform admin
• Automatic trial. A company that registers itself gets 14 days and 5 seats. How a company gets a license
• Invitations. A redesigned invitation email, a clearer signature step, a notice for the owner when someone joins, and a safe prompt when the link is opened while signed in as someone else. Invitations
• One notification bell for license countdown, new members and join requests; dropdowns close each other. In-app notifications
• Everything translatable. 97 new text keys are on the Translations screen, ready to translate. Translations
• Layout fixes. The wave footer now sits at the bottom of every page, and the license banner keeps its size on short pages.
• Template library. Two broken sample templates were removed (5 samples remain). Templates
• Product documentation link. A new item in the avatar menu, a Documentation link in the home and pricing top menus, and a link in their footers all open this page. Left menu
• Fixes. Marking a bell notification as read now works; checkboxes no longer show a tall green outline.

Homepage & pricing

The public entry point: company branding, the main call to action, pricing and the legal pages.

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Homepage

Branded landing page with sign-in and create-account entry points. Content follows the selected language.

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Pricing

Plan overview shown before sign-up.

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Privacy policy

Privacy policy, Terms of Service and GDPR policy share one legal-page layout.

Create account

Self-service sign-up with legal consent and email verification.

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Register screen

Full name, email, optional account type, password, and acceptance of Terms of Service and GDPR consent. A verification email is sent after sign-up.

Login Reviewed section

Full sign-in flow: password step, one-time email code, a wrong password, and recovering a forgotten one.

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Sign In screen

Entry point to the app. Email and password, a "Remember me" checkbox and a show/hide password toggle. A note explains that a one-time code is emailed after the password step.

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Credentials entered

Email and password filled in, ready to submit with "Continue securely".

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Wrong password

A single generic message appears ("These credentials do not match our records."). It does not reveal whether the email or the password was wrong. Repeated failures are throttled.

4

Forgot password

Enter the account email to receive a password-reset link.

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One-time code (OTP)

After a correct password a six-digit code is emailed. It is valid for 10 minutes and the number of attempts is limited.

Onboarding

Two steps every new user completes before reaching the Sales Room.

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Step 1 - Account information

Profile photo, name, email and position, plus the signature style (typed or drawn). A live preview shows how the signature will appear on offers.

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Step 2 - Company information

Company logo, name, CVR / registration number, address, town, postal code and phone. If the company already exists, the user can request to join it and the owner is emailed to approve.

Sales Room dashboard

The operational centre. Everything the sales team needs after sign-in is on one page, and the left menu leads to each area.

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Dashboard overview

Four areas: Offers overview chart (Created vs Accepted per month, this year), Recent activity (customer events such as viewed, accepted, declined, showed interest, signed the terms, offer sent), Account activity (actions by team members) and Active offers (recent offers with status, date, price and how many times each was sent). Below are three library cards: Customer, Product and Template.

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Customer library

Opens from "View customers". Searchable list of every business and contact person, tagged Business or Contact, with email and phone.

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Product library

Opens from "View products". Shows each product with SKU, unit and price, and a button to create a new product.

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Left menu

Sales room (dashboard), Templates (All templates, Template library), Sales materials (placeholder, no page yet), Offers, Customers, Products, Settings (Custom PDF, Translations). The top bar has search, language switcher, two notification bells and the avatar menu: Account settings, Business settings, Integrations, Email templates, Seat management and Product documentation (this page, opened in a new tab), plus Sign out. The public home and pricing pages have a Documentation link in the top menu (shown on wide screens and in the mobile menu) and a Product documentation link in the footer next to Privacy Policy.

In-app notifications

Two bell menus in the top bar keep the team informed without leaving the app.

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Notifications bell

One bell for the whole company. At the top, the license countdown ("Your free license ends in 4 days") shows to every user in the company, tinted green, amber or red by urgency. Below it, "Lilly joined your company" notices appear for the owner and Customer Admins after an invitation is accepted, then pending join requests for admins. The badge counts them, and clicking an item opens it and clears it.

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Offer expiry

Clock icon lists unread offer-expiry notices (warning, due today, lapsed). Clicking one marks it read and opens the offer.

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One dropdown at a time

Opening the language menu, a bell or the user menu closes the others. A click outside or Escape closes the open one.

Templates

All saved templates and a library of ready-made samples to start from. Four template types exist: Offer / Proposal, Invitation / Sales Email, Sales Material and Business Terms.

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All templates

Your created templates with preview, edit and delete actions, plus ready-made samples (offers, emails). Pick a sample to start from, or create a blank template.

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Template list

Filterable list of templates by type.

How to create a template

Step by step, from a blank template to a saved, sendable offer. Nothing is saved until you click Create template.

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Step 1 - Start a new template

Go to Templates and choose a type to create. Give the template a name and choose its type: Offer / Proposal, Invitation / Sales Email, Sales Material or Business Terms. The page title and available sections follow the type.

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Step 2 - Select the contact (offers)

For an offer, choose the recipient: a business, a contact person of a business or a private person. You can save without a recipient, but you need correct company or contact details before sending.

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Step 3 - Template details

Set Status (Draft or Active), the Primary action label shown on the customer button (default "Review proposal"), Headline and Subheadline, a Footer text for all pages and its alignment (Left, Center, Right). Use Attachments to add files customers can open.

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Step 4 - Build pages in the builder

Set the cover page (name and a 1050 x 700 px cover image). Then, on Columns, choose a 1 to 4 column layout to add a row to the selected page. On Contents, click a block to add it to the selected column (or drag it). Use Create new page for more pages, and the arrows and cross on each page, row and block to reorder or remove them.

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Step 5 - Edit a block in the design panel

Click a block to open the Design panel. Fill in its fields (heading, text, link, image and so on). Price blocks are edited directly on the page instead.

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Step 6 - Check the live preview

Turn on the Preview switch (top right) to see the cover and pages as the customer will see them. Close it to keep editing.

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Step 7 - Save and send

Click Create template (top right; it reads Save changes when editing). Open the template from the list to preview it, export a PDF or use Send to customer (see Offers & delivery).

Template builder: columns

Each page is made of rows, and each row has 1 to 4 columns. Pick a layout on the Columns tab and it is added to the selected page. A page can mix rows with different column counts.

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1 column

Full-width row. Best for headings, long text, price tables and signatures.

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2 columns

Two equal columns, for example text next to a picture or video.

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3 columns

Three equal columns, for example three benefits or reviews side by side.

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4 columns

Four equal columns, for compact facts or icons.

Content blocks & icons

The Contents tab offers 22 blocks. Each has an icon, shown below exactly as in the builder. Select a column first, then click a block or drag it in.

Reviews

Quote card with a star rating.

Picture

An image from an upload or a link.

Canva

Embeds a Canva design by link.

Figma

Embeds a Figma file by link.

Legal field

Legal wording such as disclaimers.

Button with link

Call-to-action button that opens a link or file.

Price table

Line-item pricing. Edited directly on the page.

SaaS price

Same price editor as Price table, titled "SaaS price", for subscription pricing.

Services

Same price editor as Price table, titled "Services", for service lines.

Seller signature

Shows the seller signature from the user profile.

Separator

A divider line between sections.

Separator with icon

A divider line with an icon in the middle.

Text block

Free formatted text.

Tile grid

A grid of tiles with text and images.

Four text columns

Four columns of text in one block.

Two text columns

Two columns of text in one block.

Trustpilot reviews

Review card for Trustpilot-style quotes.

Signatures

A signature area with signer details.

Video recorder

Record a clip with your camera or upload a video.

Vimeo video

Embeds a Vimeo video.

Show interest

Lets the customer show interest and contact you.

Youtube video

Embeds a YouTube video.

Offers & delivery

Review an offer, send it to the customer and track the response.

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Offers list

Templates of type Offer / Proposal.

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Offer preview

Final review page. Export as PDF, edit, or send to the customer.

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Send to customer

Recipient, subject, rich-text body, optional valid-until date, an automatic reminder after 3 days and a toggle to require acceptance of terms and conditions.

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Shared offer (customer view)

Branded page the customer opens from the email. They can accept, show interest or reject with a reason. Views are tracked and shown to the seller as activity.

Customers

Business customers and private contacts, with one or more contacts per business.

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Create business

General details (name, CVR, EAN, currency, language, website) plus billing and delivery address tabs.

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Create contact

Private person or contact person linked to a business.

Products

Reusable products for price tables in offers.

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Product list & form

Each product has an auto-generated SKU, description, unit, currency, price and status. Click one to edit.

Account settings

Personal profile, position and signature.

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Account

Edit name, email, photo, position and signature.

Business settings

Company profile, default terms and team management.

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Company details & conditions

Logo, name, CVR, address, default currency, and the default terms and conditions with an option to require acceptance.

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Users, invitations & join requests

Invite members, set roles, and approve or reject join requests. Each action sends an email to the person affected.

Integrations

CRM connections that react when an offer is sent, accepted, shown interest in, or rejected.

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HubSpot, ChannelCRM, Pipedrive

Per-company connections with sync toggles and pipeline stage mapping.

Email templates

Customise the subject and body of every automated email.

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Email templates

Tabs for company invitation, offer delivery, seller notifications, offer confirmation, two-factor auth, password reset and create account. Placeholders such as {{company_name}} are replaced when sent. Blank fields fall back to the system default.

Custom PDF

Branding for signed-offer PDFs.

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Custom PDF

Report logo, header background colour and status-bar colour with a live preview of the signed-offer header.

Translations

Manage UI text per language.

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Translations

Pick a language and section, edit each key, or auto-translate missing strings with DeepL (API key stored per company). Languages: Danish, Dutch, Norwegian, Spanish, Swedish.

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New text to translate

All text added for licensing, seat management, the notification bell and invitations is listed under the License, Notifications and Company Users sections (97 new keys). The English source text is saved; every other language shows the keys as missing until translated, by hand or with Translate missing with DeepL. Until then the English text is shown. Placeholders such as :days and :name must be kept.

Seat management

Every company has a license that decides how many people can use it and until when. The company can see it but never change it: only the platform owner does that.

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Seat management page

Opens from the avatar menu. Three chips under the title show the license type and state, the seats used (with a progress bar and how many are available) and the expiry date with days left. The table lists the owner, every member, and invited people, whose seat is reserved until they accept. Company admins also get Invite a user (only while seats are free and the license is active) and Request more seats.

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Seat rules

The limit is enforced on the server when inviting a user, approving a join request and accepting an invitation. Seats are counted per company: owner + members + pending invitations. A company with no license record is treated as "legacy": active, unlimited, no expiry.

License banner, read-only mode and suspension

Everyone in the company is told early when the license is about to end, and what happens after.

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More than 7 days left (green)

A card at the top of the page: icon, title, short explanation, a "days left" badge and a Seat management button. It can be dismissed for the session. It appears when 14 days or fewer are left (7 or fewer for a trial).

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7 days or fewer (amber)

Same card in amber as the end gets close. A trial gets a single warning, at 3 days.

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Expired (red) - read-only

After the end date the workspace is read-only: users can sign in and view everything, but changes, new offers and invitations are refused until the license is renewed. Signing out, account settings and requesting seats still work. This banner cannot be dismissed.

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Suspended

If the platform owner suspends a company, every page redirects to a notice with a Sign out button until it is reinstated.

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License ending email

The owner is emailed before the license ends: 14 and 3 days before (trial: 3 days), once each. The email is sent in the owner's saved language.

Inviting people to the company

Owners and admins invite colleagues from Business settings. Each invitation holds one seat until it is accepted or expires.

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Invitation email

The invitation now uses the SuiteTerms email design: logo header, title with the green bar, the company's own message, an Accept invitation button, the expiry date and a fallback link.

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Accept invitation

The invited person registers with the invited email. The Your signature card (type or draw) is on the right on wide screens and below the checkboxes on narrow ones. The written signature is pre-filled with their name, and a failed submit scrolls to it.

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Opened while signed in as someone else

If the link is opened in a browser already signed in as a different user, the app explains it instead of showing that user's pages: who you are signed in as, who the invitation is for, and a button to sign out and continue.

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Owner is notified

When the person completes sign-up, the company owner and the other Customer Admins get "X joined your company" in the notification bell (see In-app notifications).

Platform admin access

A separate area for the product owner's staff (IPA Nordic) to give companies access and manage their licenses. Customers never see it.

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Sign in

Staff sign in at /admin/login with email and password. Only accounts marked as platform admin can open the admin; everyone else gets "forbidden". Signing in lands on Companies & licenses.

How a company gets a license

The process, from the first contact to renewal. Payment is handled outside the app for now; the license fields are the same ones a payment system would set later.

Companies & licenses

One row per customer company. This is where staff create companies and manage seats and expiry.

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The grid

Company, owner, license type (Free, Paid, Trial, Internal or Legacy), state (Active, Expired, Suspended), seats used out of the limit, and expiry. Every column sorts. The toolbar has search on the left and Create company on the right; the filter and column buttons sit next to it.

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Filters

License type, Ending within 7 days, Upgrade requested and Suspended.

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Row actions

Edit opens the license form. The More menu has Extend 30 days, Suspend / Reinstate and Clear upgrade request.

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Edit license

License type, status (Active or Suspended), seats (including the owner; empty means no limit), expiry date, and private notes for staff, for example an invoice number. Customers never see the notes.

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Create company

Company name, owner name and email, license type, seats, expiry and notes. The owner gets a password email and then completes onboarding.

Platform-wide grids

Read the data of every company in one place. All grids share the same layout: toolbar inside the card, compact 44 px rows, every column sortable and a one-piece pagination control.

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Account settings

Every account: name, email, company, role (Owner, Customer Admin, Customer Sales, Customer Product or No company), position, verified and onboarded. More columns are in the column toggle. Create, edit and delete are available.

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Business settings

One row per company: CVR, address, postal code, town, phone, currency, number of users and whether terms must be accepted. Read-only.

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Integrations

Every company's HubSpot, ChannelCRM or Pipedrive connection with name, status and dates. Saved API tokens are never shown.

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Email templates

For each company, how many of its 10 email templates are customised, with Custom / Default badges (Offer delivery, Offer confirmation and Company invitation by default; the rest in the column toggle).

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View a company's templates

The View button shows each customised template's subject and a plain-text excerpt, or says the company uses the defaults.

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Translations

All translation keys across languages, sortable by language, group, key and value.

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Languages

The available languages, which is the default, active state and number of translations.

Emails to platform admins

Staff are emailed once per event, as one message addressed to every platform admin.

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Seat request

Sent when a company owner clicks Send request: company, who asked, the current license and the number of seats requested.

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License ending soon

Sent by the daily job together with the owner's email, so staff can follow up before the license ends.

Notifications & emails

Every email the system sends, who receives it and what triggers it. In-app notifications are the two bell menus described under Sales Room.

Scheduled jobs: sales-room:send-reminders (every 15 minutes) and sales-room:send-expiry-notices (daily), and license:send-expiry-warnings (daily), defined in routes/console.php.