Documents

Documents sits under Library in the sidebar. It's one list of every file your team uploads, plus the job-site photos from Field Ops, newest first. Because the library holds contracts and invoices, only Owner and Operations can open it. Estimators and Crew don't see it in the sidebar at all.

The library takes PDF, image, CSV, Word (.docx), and Excel (.xlsx) files up to 25 MB each. Images are compressed in your browser on the way up, so a phone photo goes fast. An image is filed as a project photo, not a document, so it needs a project and skips category and tags.

1. 1Open Documents and drag a file onto the drop zone, or click it to browse. The Upload button in the top right does the same thing.
2. 2In the Upload document window, check the Name. It fills in from the file name.
3. 3For a document (PDF, CSV, Word, or Excel), pick a Category. New uploads start on Other. Optionally pick a job under Link to project, and add comma-separated Tags.
4. 4For an image, pick the Project it belongs to. This is required, because the image is saved as that project's photo. Category and Tags do not apply and are hidden.
5. 5Click Upload.

A document carries exactly one category: Contract, Proposal, Permit, Plan, Insurance, Change Order, Warranty, Invoice, or Other. Photo is not one you can assign: images are saved as project photos and show up under Photo on their own, so Photo appears only as a filter, never as an upload choice. The filter above the list only offers the categories you actually have files in, so it stays short. Category also decides what reaches your customer, so it is worth setting properly.

Search matches the file name, its tags, and the name of the record the file is linked to. The filter button beside the search box narrows by category, and Clear resets both at once. The list runs newest first, 25 files to a page, and you can switch to 10, 50, or 100 per page.

Link to project ties a file to a job at upload time. The job name then shows on the row, in the preview panel, and in search. Files created elsewhere in the app link themselves: a permit checklist attachment carries its permit, a warranty claim attachment carries its claim, and an accepted proposal is rendered to PDF and filed under Contract automatically. Editing a document later changes its name, category, and tags, not what it is attached to.

Click any row and a panel slides in from the right. Images preview right there; other types show the file icon and an Open file button that opens the real file in a new tab. Nothing here is a public link, so every file goes through a signed-in check before a single byte leaves. The download button in the top right zips up whatever is on screen: with no filter it reads Download all, and with a search or category applied it reads Download 12 and takes only those. Files come back exactly as they were uploaded, so you get the same file you put in.

A new version keeps the old one instead of overwriting it, and only the current version shows in the library. The new version inherits the category, tags, and job link of the file it replaces.

1. 1Click the file to open its panel.
2. 2Click New version and pick the replacement file.
3. 3It becomes v2, and the row in the library shows a v2 badge.
4. 4Version history at the bottom of the panel lists every version with its size and date.

1. 1Click the file to open its panel.
2. 2Click Edit.
3. 3Change the Name, Category, or Tags.
4. 4Click Save.

Images live in the library as photos, not documents. A photo can come from Field Ops out on the job, or from uploading an image right here: an image upload asks for a project and becomes that project's photo. Either way it shows under the Photo category, linked to its project. Photos are rename and delete only, with no category, tags, or versions, and the name you give a photo is the caption that shows on the job. Deleting one from the library removes it from the project as well.

Delete asks you to confirm, then removes the file and every earlier version of it for good. Two things it will refuse: an older version (delete the current one instead), and a signed contract or accepted proposal, because that is the legal record of the deal. If the file was attached to a permit checklist item, that item reopens so someone can upload a replacement. If it was a subcontractor compliance document, removing it can turn that sub non-compliant.

A job portal shows a Your documents section, and only four categories reach it: Contract, Proposal, Warranty, and Invoice. Job-site photos, permit paperwork, and anything attached to a warranty claim stay internal whatever category they carry, and only the current version of a file is ever shown.

Go to Settings → System data and look at the Storage line. It adds up every photo and document across all your projects, at their stored size after compression. It is a plain readout, not a quota bar.

Archives sits under Library, right below Documents. It's a grid of years, with the current year always shown as Year to date. Open a year and you get three sections: Finished jobs, Unwon estimates & proposals, and Documents. The search box on the Archives page spans every year at once, and a job or deal in the results links straight to its record. Like the library, Archives is Owner and Operations only.

Nothing is filed by hand. A job moves to Archives on its own once all four of these are true, and comes back out if one stops being true. It files under the calendar year it was completed in, using your company time zone.

1. 1Its status is Complete, Warranty, or Archived.
2. 2Every live invoice is paid and the full contract value has been collected.
3. 3It has no open warranty claims.
4. 4It has no active recurring schedule still billing.