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  • How to send and sign contracts in Avinode

    Overview

    You can now send and sign contracts directly in Avinode. This feature allows operators to create and send trip contracts directly from Trip Selling once a request for quote (RFQ) has been accepted, and it lets a Broker review and sign those contracts from Home or Trip Buying.

    This guide walks you through the contracting process so you can manage contracts quickly and confidently. 

    Before you start

    • Permissions: You must have an Operator or Broker account with access to Avinode.

    • Prerequisites: A trip RFQ must be accepted before a contract can be created.

    • Where this happens: Operators send contracts in Trip Selling, Broker sign contracts in Home or Trip Buying.

    • Time to complete: Creating and sending a contract typically takes just a few minutes once you have your trip details.

    How to send and sign

    Step 1: Create a contract (Operator)

    1. Go to Trips → Selling.

    2. Select the trip with the accepted RFQ and click “Add Contract”.

    3. Fill in the required fields (cancellation policy, terms & conditions). Avinode uses these structured inputs rather than PDF uploads because T&Cs and cancellation policies must be separate for compliance and clean data. These T&Cs and Cancellation policies will be saved for future contracts. As an option, you can add Specific details, comments, or amendments. Once done, press "Review and Publish".

       

    4. Review the contract details. When you’re ready, click “Publish Contract”.

     

    Step 2: Review and sign the contract

    1. When a contract is published, the company receives a notification on Home and can also be accessed via Trip Buying.

       

    2. Select a trip with status "Contract Available" on Home or in Trips Buying (the contract can also be viewed in the message related to the trip). Now you can open the contract by pressing "Review & Sign Contract" to review all terms. You will see Aircraft, Trip Details, T&Cs, and cancellation policy clearly separated. 

    3. After reviewing, scroll down to the bottom of the contract and select “Click to Sign”. You will be asked to confirm and provide the required signature through Dropbox Sign. Once signed, both parties receive confirmation, and the contract remains accessible from the trip and on Home.

    Step 3: View, Download, or deactivate a contract (Operator)

    • View signed contract: In Trip Selling, locate your trip and press "View Signed Contract". 

    • Deactivate a contract: You can deactivate an unsigned or signed contract if you need to send a new version. To do this, find the contract on your Home feed or in Trip Selling, choose “Manage Contract”, then select “Deactivate”. Deactivation allows you to send a new contract, but does not invalidate the legal status of the original or remove it from the Broker’s view. 

    • Select "View & Download" to download a copy of the contract for your records.

     

    Troubleshooting

    If you cannot find a contract or encounter an error:

    • Check the trip status. Contracts are only available after an RFQ is accepted.

    • Check Home and Trip Buying. Brokers will always see contracts in one of these places.

    • If the issue persists, submit a request through our Help Centre. Provide the trip ID, what you were trying to do, what you expected to happen, and any error messages or screenshots (including your browser/app and device).

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