Overview
Apply a document to a commercial account, project, or job, make it visible in the Commercial Customer Portal, and request a signature from your contact.
Account and project documents are on the Documents tab of the account or project.
Job documents are in the Documents slideout on the job's Job Information card.
You build all three from the Commercial tab of your document library.
Before You Start
Available to companies with Smart Pro.
You must be an admin to create documents in the document library.
The document must already exist on the Commercial tab of your document library.
The contact you want to sign must have an email address and Commercial Portal Access turned on.
For a job document, the contact must also be assigned to the job's Contacts card.
Configure your e-signature settings first if you want contacts to accept an electronic signature agreement before signing.
How to Create a Commercial Document
Go to Settings > Document Library.
Click the Commercial tab.
Click + New Document.
In Document Applies To, select Account, Job, or Project.
Enter a Document Title.
Select a Starting Template:
Account: Sample Account Contract
Project: Sample Project Contract or Sample Project Invoice
Job: Blank Commercial Job Document
Click Create Document, then edit the content and save.
The result: the document is listed on the Commercial tab with a badge showing its level and type, such as Job Addendum, and it is available in Apply Document at that level.
Note: Select Automatically apply to all jobs (or all accounts or all projects) in the editor to add the document to every record at that level without applying it by hand.
How to Apply a Document to a Commercial Account or Project
Open the commercial account or project.
Select the Documents tab.
Click Apply Document.
Select the document from the Documents list.
Click Apply.
The result: the document appears in the documents table with the status Not Started.
Note: When no documents have been applied yet, the Documents tab shows "No Documents" and prompts you to apply a document from the document library.
How to Show a Document in the Commercial Customer Portal
Each row in the documents table has a Commercial Portal toggle that controls whether your contact can see that document.
Open the commercial account or project.
Select the Documents tab.
Turn on the Commercial Portal toggle on the document's row.
The result: the document appears on the contact's Documents page in the Commercial Customer Portal, listed by Name, Association, and Status.
How to Request a Signature on a Commercial Document
Open the commercial account or project.
Select the Documents tab.
Click the three-dot menu on the document's row.
Select Request Completion.
The result: the document status changes to Signatures Requested and the contact receives the Send Document email. The default subject line is "Please sign your document."
How to Send a Job Document for Signature
Open the commercial account, then the project, then the job.
On the Job Information card, click Documents.
If the document is not listed yet, click Apply Document, select it from the Documents list, and click Apply.
Click the three-dot menu on the document and select Show on Commercial Portal.
Click the three-dot menu again and select Send Signature Request.
Review the number of eligible contacts in the Request completion? dialog and click Confirm.
The result: the document shows Signatures Requested and On Commercial Portal, with the time the request was sent. Each eligible job contact receives the Send Document email.
Other actions in the job document's three-dot menu:
Resend Signature Request: Sends the request email again.
Cancel Signature Request: Stops the request. The status changes to Signatures No Longer Needed. Emails already sent and signatures already collected stay as they are. To ask again later, select Resend Signature Request.
Hide on Commercial Portal: Removes the document from the portal. Cancel an open signature request first.
Reset Document: Removes signatures and progress and rebuilds the document from the latest template. This cannot be undone.
Click a document's title to open it as a PDF.
The Job Work Order
Every commercial job has a Work Order in its Documents slideout. It summarizes the job for your team: date, job and project numbers, client, origin, stops, destination, crew, trucks, notes, valuation, and charges.
The Work Order is added to every commercial job automatically.
It is an office-only document. It is never shown on the Commercial Customer Portal and cannot be sent for signature.
Click it to open or download the PDF.
Edit its content from the Commercial tab of the document library. It cannot be copied or deleted, and its level and automatic apply setting are fixed.
Understanding Commercial Document Statuses
The Status column shows where each document stands.
Status | What it means |
Not Started | The document is applied but no signature has been requested. |
Signatures Requested | You have requested completion and are waiting on the contact. |
Completed | The contact has signed the document. |
Signatures No Longer Needed | You cancelled the completion request. |
How to Cancel or Reset a Commercial Document
Both actions are in the three-dot menu on the document's row.
Cancel Completion Request: Stops the outstanding signature request. The status changes to Signatures No Longer Needed.
Reset Document: Clears the entries on the document and returns it to Not Started so it can be sent again.
Delete: Removes the document from the account or project entirely.
💡 SmartTip: Use Reset Document when a contact signed the wrong version and needs to sign again. Use Cancel Completion Request when the signature is no longer needed at all.
Emails Sent for Commercial Documents
Four templates under Settings > Email/SMS Templates in the Commercial category cover document signing.
Template | When it sends |
Send Document | When you select Request Completion. Default subject: "Please sign your document." |
Document Completed Customer Notification | Automatically to the account, project, or job contacts when a contact signs a document. Default subject: "Your document has been signed." |
Document Signed | To your team when a document is signed. Default subject: "Document Signed." |
Commercial Portal Invitation | When you select Send Portal Invite on a contact. Default subject: "You're Invited to Our Customer Portal." |
Key Details
Job signature requests go only to the job's contacts. A contact must be assigned to the job's Contacts card and have an email address and Commercial Portal Access. Project and account contacts do not receive requests for job documents.
The documents table appears on the Documents tab of a commercial account and of a commercial project. A document applied to a project stays with that project, and a document applied to a job stays with that job.
Portal visibility and the signature request are separate. A document can be visible in the portal without a signature request.
Only documents your contact can see in the portal can be signed there. Show the document on the Commercial Portal before requesting a signature.
Job documents appear on the contact's Documents page in the Commercial Customer Portal alongside account and project documents.
Use the search field and the All Statuses filter to find a document in a long account or project list.
Best Practices
Turn on the Commercial Portal toggle before selecting Request Completion, so the contact can act on the email straight away.
Confirm your e-signature settings before the first signature request, so every signature is captured under the same agreement.
Check the Status column rather than your sent mail to see whether a contact has signed.
Reset rather than delete a document when a contact needs to sign a corrected version, so the row and its history stay on the account.
Troubleshooting
"Show this document on the commercial portal before requesting completion." The job document is hidden from the portal. Select Show on Commercial Portal in its three-dot menu, then send the signature request.
The Confirm button is greyed out when I send a job document. The dialog warns "No contact assigned to this job has an email address and commercial portal access." Assign a contact to the job's Contacts card, or edit an assigned contact to add an email address and turn on Commercial Portal Access. If the warning names communication settings, enable the Send Document template in the Commercial category under Settings > Email/SMS Templates.
"Cancel the completion request before hiding this document from the commercial portal." The job document has an open signature request. Select Cancel Signature Request first, then Hide on Commercial Portal.
The Work Order has no menu. The Work Order is office-only, so it has no portal or signature actions. Click it to open the PDF.