Upload and manage documents
Attach driver's license, insurance, title, and bill of sale scans or photos to a deal, then download or delete them, with a 25 MB file limit.
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Attach supporting scans and photos to a deal: driver's license, insurance card, title, finance application, and more. They live with the deal and you can download them any time.
Upload a document
The Documents card sits at the bottom of the deal's Paperwork step (step 4 of the closing wizard), below the Forms for this deal card.
- Open the deal and go to the Paperwork step.
- Scroll to the Documents card and click Upload document.
- Pick the Kind from the dropdown (e.g. Driver license copy, Proof of insurance, Title, Bill of sale). Choose Other if nothing fits.
- Click File and choose the scan or photo.
- Add a Description (optional) note, e.g. "Title from CA, lien holder XYZ released 2024-03".
- Click Upload.
The document appears in the list with its name, a kind badge, file size, and upload date.
On your phone, the File picker lets you use the camera. Snap a photo of the license or insurance card and it uploads straight to the deal.
Allowed files and size
- File types: PDF, PNG, JPEG, WebP, HEIC, HEIF, or TIFF.
- Size limit: up to 25 MB per file.
Other file types are rejected. If you try to upload a Word doc, ZIP, or anything outside the list above, you'll see "Unsupported file type". Convert it to a PDF or image first. A file over 25 MB is also rejected, so re-scan at a lower resolution.
View or download a document
- Find the document in the Documents list.
- Click its name or View to see it in a new browser tab: a photo, a scan or a PDF opens in the browser's own viewer.
- Or click Download to save a copy. The file downloads and you stay on the page.
Every download is logged to your activity log, because these scans hold customer PII. That's expected; there's nothing to fix.
Straightened scans
When you upload a photo of a paper (a title, a registration, a license copy), the app makes a straightened copy a few seconds later: turned upright, the lean taken out and the text made clearer. The document gets a Straightened badge.
- View opens the straightened copy, which is easier to read and print.
- Original opens the file exactly as you uploaded it.
- Download always saves the original. The original stays the record: deal packets and signing use it.
- Turn turns the straightened copy a quarter turn clockwise, for a page photographed on its side; click it again to keep turning. Only the copy turns: the original stays as you uploaded it. The Files list offers the same (Open original and Turn in a row's menu), for the dealership's own files too.
It works on JPEG, PNG, WebP and TIFF images, and on iPhone HEIC photos up to 10 MB (the copy is a JPEG; the HEIC stays the record). A PDF stays as uploaded. A page photographed on its side stays on its side until you click Turn. It's plain image processing, so it doesn't use your AI allowance. An owner or manager can turn it off in Settings, Photos, under Scans. Deleting a document deletes its straightened copy too.
Delete a document
- Find the document in the Documents list.
- Click Delete. Only owners and admin managers see this button.
The document disappears from the list right away. There is no undo, so delete carefully.
Where else documents show up
The same Documents card also appears on:
- A customer record
- A lead record
- A vehicle (inventory) record
Upload works the same way in each place. A document is attached to whatever record you uploaded it from.
This card is for supporting scans and photos. The deal's printable closing forms (bill of sale, official state PDFs) come from somewhere else: you choose them in the Forms for this deal card higher up on the Paperwork step, and print or download them on the Review & print step. Downloading an official state form or one of your PDF forms also saves an exact copy in this card, marked Generated copy, so you can reprint what was prepared. Downloading the same form again with nothing changed since its last saved copy hands back that copy rather than saving a second one. It holds the buyer's details, and an owner or admin manager can delete it like any other document.
Ask the assistant
The dealer AI reads and files documents too.
- "What paperwork do we have on the Smith deal?" lists the documents on that deal (name, kind, note, size, date). The same works for a vehicle by stock number, a customer by email, or a lead by name. Downloads still happen on the record page, where each one is logged.
- Attach a PDF or a photo of a document to your chat message (or send it to the Telegram bot) and say where it belongs, for example "file this on A100 as the title". The assistant prepares an approval card with the record, the file, a name, the kind and a note, all of which you can change on the card. Nothing is filed until you approve, and Undo removes the document again. A photo of the car itself is a vehicle photo, not a document.
FAQ
Who can upload or delete deal documents?
Every role can upload and download deal documents. Deleting one is for owners and admin managers only, and the Delete button is hidden for Sales and Accounting. It's available on every plan.
What file types and sizes are allowed?
PDF, PNG, JPEG, WebP, HEIC, HEIF, or TIFF, up to 25 MB each. Anything else is rejected.
Can I undo a delete?
No. Deleting removes the document from the list with no restore path. Re-upload it if you need it back.
My upload failed. What happened?
The most common causes are an unsupported file type or a file over 25 MB. Check the error message under the form, then upload a PDF or image under the limit.
Where do the printed deal forms come from?
You choose them in the Forms for this deal card on the Paperwork step. Marking the deal sold generates the packs, and you print or download everything on the Review & print step. The Documents card is only for scans and photos you upload yourself. See Generate the closing paperwork.