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Contracts

Review signed contracts and document history

Find signed agreements, uploaded files, statuses, downloads, and history on a customer record.

What you will accomplish

You will open a customer record, find signed agreements and uploaded files, understand what each status means, and download or void records when your facility needs proof or corrections.

When to use this guide

Use this guide when:

  • A customer says they already signed.
  • You need a PDF copy for your files or insurance.
  • You must confirm insurance or registration was uploaded.
  • A signed agreement should no longer be treated as valid but must stay in history.
  • A contract still shows Sent or Viewed and you need to know what to do next.

Before you start

  • Know which customer you are reviewing.
  • Sign in as a team member who can view customer records.
  • If you plan to void a contract, know the plain-language reason first.

Step 1: Open the customer record

  1. Open Contacts

    Go to Contacts.

  2. Search and open the customer

    Search by name, company, email, or phone. Open the matching record.

    Expected result: You see the correct customer before viewing private documents.

Step 2: Open Documents & Contracts

Scroll to Documents & Contracts on the customer page.

This section shows:

  • Contracts — agreements sent for signature, with statuses.
  • Documents — uploaded files such as insurance or registration.

You can use the search box in this section to filter by name or type when the list is long.

Customer Documents and Contracts section showing contracts with Sent, Completed, and Draft statuses plus an uploaded insurance document
Documents & Contracts is the main staff view for agreements and uploads on one customer.

Expected result: You see contracts, documents, status labels, and action buttons for each item.

Step 3: Understand contract statuses

Find the contract row and read its status.

Draft — your team created the contract but has not sent it yet. Action: send when ready, or cancel if it was a mistake.

Sent — the customer was emailed a signing link. Action: wait, resend, or call the customer if it has been a while.

Viewed — the customer opened the contract but has not finished signing. Action: remind them to complete signature and initials.

Signed / Completed — the customer finished signing. Action: download the signed PDF for your records.

Cancelled — the signing request was stopped before completion. Action: create a new contract if the customer still needs to sign.

Expired — the signing link passed its expiration date. Action: create and send a new contract.

Voided — the signed agreement stays in history but should not be used anymore. Action: send a replacement agreement if the customer still needs a valid contract.

Expected result: You know whether to wait, resend, download, or create a new agreement.

Step 4: View or download a contract

Use the buttons on the contract row:

  • View — open the contract in the browser.
  • Download — save the PDF. After signing, download the completed signed PDF, not an old blank template.
  • Send — resend email when the contract is still unsigned.
  • Cancel — stop an unsigned request the customer should not complete.

Expected result: You have the correct PDF saved or printed for your facility's records.

Step 5: Review uploaded documents

In the same Documents & Contracts area, review uploads such as insurance cards, registration, titles, or licenses.

Check:

  • The document type label is correct.
  • The file belongs to this customer.
  • The file is linked to the right car when a car is shown.
  • The file is readable and current (not expired insurance, for example).
  • Notes explain anything staff should know later.

Expected result: You know whether the customer provided the files your facility requires.

Step 6: Add helpful notes

If a file or contract needs context, add a short description when the app allows it.

Good examples:

  • Insurance card expires 03/31/2027.
  • Signed replacement agreement after vehicle change.
  • Title copy provided by spouse.

Avoid vague notes like Important or See file—future staff may not know what you meant.

Step 7: Void a signed contract (only when needed)

Void a signed contract only when it should remain visible but no longer count as the active agreement.

Examples:

  • The customer sold the vehicle.
  • A newer agreement replaced this one.
  • The wrong vehicle was attached to the signed PDF.
  • A manager confirmed this agreement must not be used anymore.
  1. Find the signed contract

    In Documents & Contracts, locate the completed contract.

  2. Click the void action

    Use the void button on that contract row (wording may appear as Void in the actions menu).

  3. Enter a clear reason

    Write a short reason anyone on your team can understand. Example: Customer sold vehicle; new agreement signed 05/2026.

  4. Confirm

    Save only when you are sure. Voiding cannot be undone casually.

Expected result: The contract stays in the list with a Voided status and your reason recorded.

What success looks like

  • You can find signed agreements quickly on the customer record.
  • You can download final signed PDFs.
  • You can tell which uploads are present and which are missing.
  • Statuses clearly show what still needs a phone call or resend.
  • Voided contracts remain for history but are not treated as active agreements.

Troubleshooting

What to do next

If the customer still needs to sign, follow Send a contract for signature.

If missing uploads block onboarding, review Configure document requirements.

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