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Documents & Contracts

Customers access contracts, change orders, and shared files through the Documents section.

Documents Overview​

The Documents section combines:

  • Contracts - Agreements requiring signature
  • Change Orders - Approved project modifications
  • Files - Shared documents from designated folders

Document Views​

List View​

Shows documents in a table format:

  • Document name
  • Type (Contract, Change Order, File)
  • Date
  • Status
  • Actions

Grid View​

Displays documents as cards:

  • Thumbnail preview
  • Document name
  • Quick actions

Toggle between views using the view selector.

Document Types​

Contracts​

Original project agreements:

  • Automatically appear when shared
  • Show signature status
  • Can be signed electronically

Change Orders​

Project modifications:

  • Appear after approval
  • Show financial impact
  • Require separate signature

Files​

Shared documents and photos:

  • PDFs, images, and documents
  • From folders you designate
  • View or download

Signature Status​

Documents show their current status:

StatusDescription
Awaiting SignatureNeeds customer signature
Client SignedCustomer has signed but company has not counter-signed
Awaiting CompletionAll parties have signed, but confirmation is pending
CompleteAll parties have signed and all clients have confirmed
CancelledContract was cancelled
VoidContract is void

Signing Contracts​

Electronic Signature Process​

  1. Customer opens the document
  2. Reviews the contract content
  3. Clicks Sign button
  4. Draws or types signature
  5. Confirms signature
  6. Receives confirmation email

What Customers Sign​

  • Original contracts
  • Change orders
  • Any document sent for signature

Signature Requirements​

  • Must review full document
  • Signature is legally binding
  • Cannot be undone after signing

Searching Documents​

Customers can find documents by:

  • Search - Type document name
  • Filter - By document type
  • Sort - By date (newest/oldest)

Viewing Documents​

PDF Documents​

  • Opens in browser viewer
  • Can zoom and scroll
  • Download option available

Images​

  • Opens in lightbox view
  • Navigation for multiple images
  • Download original

Other Files​

  • Download to view
  • Opens in default application

Sharing Documents (For Staff)​

Contracts​

  1. Create contract in project
  2. Add customer as signee
  3. Click Send for Signature
  4. Contract appears in portal

Files​

  1. Upload to designated folder
  2. Files automatically appear
  3. Or share directly from file manager

Configure Document Folder​

In portal settings, specify which folder:

  1. Set Document Folder Name
  2. Upload files to that folder
  3. Files appear in customer portal

Document Security​

What Customers Access​

  • Only documents shared with them
  • Only their own projects
  • Downloaded files are theirs

What Remains Private​

  • Internal-only documents
  • Draft contracts
  • Documents not in shared folder
  • Other customer information

Common Questions​

Why can't my customer see a document?​

Check that:

  • Document is in the shared folder
  • Contract was sent for signature
  • Portal documents feature is enabled

Can customers upload documents?​

No, document upload is staff-only. Customers can send files through messages if enabled.

How do I remove a shared document?​

Move it out of the shared folder, or void/cancel the contract.