Module 3: Project Coordinator - Create and Manage Documents for Signing

Step 1: Open Forms

From the job's module, click Forms in the left-hand menu.

Details:

• Sits among the module's other sections, alongside Site Forms, Estimates, and Documents

• Any forms already created for the job (for example, a Scope of Works) are listed here

  

Step 2: Start a New Form

Click New Form, then click the Form Template field to see the available templates.

Details:

• Templates seen in this recording include A&G Assessment Report, Assessment Report, Customer Signoff, Initial Triage, Job Information Sheet, Photo Schedule, QBCC Level 1 Contract, QBCC Level 2 Contract, RACQ QCA Site Form, Restoration Report, Roof Report, Site Attendance, Test Checklist, and Water Damage Report

• A Reference field is also available on this screen

Step 3: Create the Customer Signoff Form

Click Customer Signoff from the template list, then click Create.

Details:

• Generates a new form pre-filled with the job's Claim Details (client name, reference, site address, claims administrator, and so on)
• Includes a Customer Sign-off section with a confirmation statement naming the customer, site address, and claim reference number

Step 4: Review and Save the Form

Review the form content, add any Notes, then click the checkmark to save your changes.

Details:

• The form is a rich text editor, so wording can be adjusted if needed before generating a PDF
• Saved changes are reflected immediately in the form

Step 5: Generate the PDF

Click Generate PDF to create a PDF version of the form.

Details:

• Other options on this toolbar include Preview, Clone, and Delete
• The generated PDF is what gets attached when you send the signature request

Step 6: Open Documents and Start a New Document

Click Documents in the left-hand menu, then click New Document.

Details:

• A dropdown menu appears with options including Request Signing
• Documents and Forms are separate sections, but a form's PDF becomes available to attach as a signable document here

Step 7: Request Signing

Click Request Signing, select the Signature Request email template, then tick the document(s) you want signed under Signable Documents.

Details:

• Signable Documents lists forms like Customer Signoff that can be sent for signature
• Supporting Documents (for example, Invoices) can be included alongside the signable document without requiring a signature themselves
• The Primary Contact, Case Manager, and Customer Contact are shown so you can confirm who the request is going to

Step 8: Send the Signature Request

Click Send Request.

Details:

• The request is emailed to the customer contact shown in the dialog
• Once sent, the request appears in the job's Signing Requests list

Step 9: Track the Signing Request

At the project level, click Signing Requests to see all pending and completed requests across the project's jobs.

Details:

• Each request shows its reference (for example, "1060-BU04_CUSTOMER_SIGNOFF"), who the signature is required from, and who requested it
• Click Send Reminder on a pending request to prompt the recipient to complete it

Step 10: Review Request Details and the Signed Document

Click a signing request to see its full timeline, then click Signed Document once it's been signed.

Details:

• The timeline shows each stage: sent, reminded, viewed, and signed, each with its own timestamp
• Signed Document opens the final signed version for your records

Summary

Key Documents for Signing Steps:

Creating the Form:

• Open Forms, start a New Form, and choose the Customer Signoff template

• Review and save the form, then Generate PDF

  
  

Sending for Signature:

• Open Documents, click New Document, then Request Signing

• Tick the signable document(s), confirm the contacts, and Send Request

  
  

Tracking It:

• Use the project-level Signing Requests list to see pending and completed requests

• Send Reminder if needed, and open Signed Document once it's complete

  
  

Key Points to Remember:

• A form has to be generated as a PDF before it can be sent out as a signable document
• Supporting Documents (like Invoices) can ride along with a signable document without needing their own signature
• The signing request timeline records every stage — sent, reminded, viewed, and signed — with timestamps, so you always know where a request stands

👇Recap

• You've learned how to create a Customer Signoff form from a template and generate it as a PDF.
• You've requested a signature on that document, confirming the contacts and attaching any supporting documents.
• You've tracked the signing request through to completion and opened the final signed document.

FAQ

Where do I find the Customer Signoff template? Open Forms, click New Form, then click the Form Template field, Customer Signoff is one of the templates listed.

Can I send more than one document for signature at once? Yes, Signable Documents and Supporting Documents can both be included in the same Request Signing dialog; only the signable ones require an actual signature.

How do I check if a customer has seen or signed a document yet? Open Signing Requests at the project level and click the request to see its full timeline, sent, reminded, viewed, and signed, each with a timestamp.

What if the customer hasn't signed after a while? Click Send Reminder on the pending request from the Signing Requests list.