Skip to content
ProjectBrain Docs
Work in progress: these docs are being written and change often.

Briefs and SOWs

Draft client documents from a template, review them inside your team, then send them to the client to approve or sign.

BetaOwnerExecutiveTeam leadIndividual contributorLast updated 5 October 2026

This feature is in beta. If you do not see it, ask your admin to turn it on for your organization.

SetupAn admin turns on Briefs & SOWs for your organizationWhoWriters draft, reviewers approve, and people who can send take it to the client.Roles

A project document is a brief, a statement of work (SOW), a change order or a budget, written inside a project. It moves from draft to internal review to the client, and each step is recorded.

Before you start

Section titled “Before you start”
  • Briefs & SOWs must be turned on for your organization.
  • Your organization needs at least one template. People who manage document templates set them up in Settings > Documents.
  • A change order belongs to a SOW on the same project that the client already has.

Create a document

Section titled “Create a document”
  1. Open the project and start a new document, or use New document and pick the project.
  2. Choose the Document type and the template to start from.
  3. Answer the questions the template asks. You can skip any and write that part yourself.
  4. Choose Create and write with AI to get a first draft of each section, or Create outline only to write it all yourself.

To pull figures from an estimate on the project into a table, use Insert from estimate. You can use Rewrite with AI on a single section later. You choose whether to keep the suggested rewrite. AI drafts can contain mistakes, so read every section before you submit it.

Get it approved inside your team

Section titled “Get it approved inside your team”
  1. Choose Submit for review, add reviewers, and add a note if you want.
  2. Each reviewer chooses Approve or Request changes. Requesting changes needs a comment, which the author sees.
  3. When it is approved, it is ready for the client.

Comments on sections are for people in the app only. They never appear in an export.

Export a PDF

Section titled “Export a PDF”

Choose Export PDF (or Export Word) to make a file from the latest version. Every export is kept under Exports, so you can see exactly what was sent. The PDF uses your organization’s default look, set in Settings > Documents. A document can use a different look of its own.

Send it to the client

Section titled “Send it to the client”

Choose Send to client, then pick How to send:

  • Record by hand: you send the PDF yourself, then use Mark as sent and later Mark approved by client.
  • The client approves online: the client gets a link, reads the document and chooses I approve this document.
  • The client signs online: the client gets a link, checks it is them with a code sent to their email, and signs.

When signing is needed from your side too, choose Sign for the agency in the app. You can choose whether the agency signs before or after the client. After the last signature, ProjectBrain makes a final signed PDF with a record of who signed and when, and emails client signers their copy.

Who can see what

Section titled “Who can see what”
  • People who can see the project can see its documents, if they hold the view permission. A document on a project with an ethical wall stays inside the wall.
  • A client sees only the document their link opens. They do not get an account and cannot see anything else.
  • Signing links are private to the person they were sent to. Send a new link if one is lost.
Section titled “Related pages”