Module 3: Foundations - Documentation and Compliance

Keeping this information accurate, complete and centralised in Loop supports transparent reporting and consistent project management. 

This is the third and final module in the Loop Insurance Foundations course, following Communication and Job Management.

Forms and Site Documentation

Site Forms

1. From the left-hand menu, select Site Forms, then New Site Form. This opens the site form templates.
2. Once the form opens, work through each section. For example, Inspection Details, Comments, Site Photos  and complete the required fields. Fields may include dates, property details, event type, roof details, descriptions, recommendations, comments, and supporting site information.
3. As you enter information, the auto-save indicator confirms your changes are being saved as you work.
4. Once the form is complete, select Complete Form.
5. Select Generate to review the completed version of the form. From here you can make any final changes to the form information and add photos.
6. Once you're happy with the final form, select Save in the bottom right and generate the PDF version of the form. If required, you can also use the options at the bottom of the form to preview, clone, or delete it.
7. Generating the PDF makes the completed site form available as a formal document for reporting. The final PDF is stored in the job's Documents section.

Site Photos

1. From the left-hand menu, select Site Photos, then Upload Photos. Choose files to upload, or drag and drop them into the upload area.
2. Once selected, the images begin uploading into the job. Once uploaded, you'll see who uploaded them and when.
3. Uploaded images appear grayed out until you click to enable the photo, or use Enable All. This is useful for making sure any unsuitable images don't appear in a report unexpectedly — grayed-out images remain in the job unless deleted, but can't be used in forms until they're enabled.
4. From here you can label each image, and download, delete, or save as needed.
5. Once you've completed your review, select Save in the bottom right.

Document Management

Uploading and organising documents

1. Open the relevant job, and from the left-hand menu select Documents, then New Document.
2. Select Upload from the pop-up window, then choose the document category — for example, Photo Schedules — from the Category dropdown.
3. Click into the upload area to drag and drop your document, or click to select the file from your computer. Once uploaded, the document appears in the document list.
4. Review the document details. From here you can update the document name if required, and confirm the document category and privacy setting.
5. Use the description field to add any additional information about the document. Once uploaded, the document can be previewed directly within the job.
6. Remember to select Save in the bottom right.

Digital Signatures

1. Open the relevant job, and from the left-hand menu select Forms, then New Form. Locate the form you'd like to send for signing, add the reference, and select Create.
2. The selected document appears — confirm the document you're sending. You'll see pre-filled job and customer information here; edit it if needed.
3. Select Save in the bottom right, then generate the PDF from the bottom of the screen. The document now appears in the Documents tab.
4. Select New Document, then Request Signing. Select the email template and the document for signing, then select Send Request.
5. The recipient receives an email with a secure link to digitally sign the document. Once completed, the signed document automatically saves back into the project, keeping all documentation stored in one central location.
6. Within the project's Signing Requests tab, you can see when a request was sent, who requested it, and when it was viewed and signed. You can also send reminders to sign from here.

Trade Engagement

Quote requests

1. Within the job, from the left-hand menu select Quote Requests, then New Quote Request. This displays the authorised estimates on the job.
2. Select the items you want quoted, then select Next.
3. Select the PDF template, quote request, and email template to send with the request, then select the trade or supplier to send it to. Additional fields are available to show or hide.
4. Confirm the request details — Loop builds the quote request document — review it, then select Next.
5. If supporting documents are required, attach files directly to the quote request email. Review the information carefully before sending.
6. When ready, select Send Quote Request. Your trade receives the request by email with all relevant job information attached.

Purchase Orders

1. From the left-hand menu, select Purchase Orders, then New Purchase Order.
2. Choose whether to create the purchase order from scope items or as a custom purchase order. When creating from scope items, an authorised estimate must already be completed on the job.
3. Select the items to allocate. Across the bottom of the screen, choose one of three pricing options: Do & Charge, Price by Cost Centre, or Price by Line Item.
4. On this screen you can make changes to the scope descriptions and allowance amounts, then either save as a draft or select Next to continue completing the purchase order.
5. Select the subcontractor or supplier, then the PDF template and email template for sending the purchase order. Select the trade name from the Assigned to dropdown, enter a start and finish date, and set your options for how pricing and items are displayed. Select Next.
6. The purchase order is generated — you can preview it and go back if changes are needed. When ready, select Next.
7. Compose your email and add attachments or supporting documents if required. Review all information carefully, then select Send Purchase Order. The subcontractor receives the purchase order by email directly from Loop.

Recap 👇

• You've learned how to complete and generate site forms, and how to upload and manage site photos.
• You've seen how to upload and organise documents, and how to send documents for digital signature and track signing requests.
• You understand how to engage trades through quote requests and purchase orders, from selecting items through to sending and tracking.
• Keeping forms, photos, documents, and trade communication inside Loop creates one central, accurate, and easy-to-access record for every job.

FAQ

Where is my completed site form stored once I generate the PDF? The final PDF is stored automatically in the job's Documents section, so it's available as a formal record for reporting.

Why can't I see a site photo in my report even though I uploaded it? Uploaded photos appear grayed out until they're enabled, click to enable the individual photo or use Enable All. A photo can't be used in forms until it's enabled, which helps prevent unsuitable images from appearing in a report unexpectedly.

What happens after I send a document for digital signature? The recipient gets an emailed secure link to sign. Once they've signed, the document saves back into the project automatically, and you can track its status: sent, viewed, signed  from the project's Signing Requests tab, where you can also send reminders.

What's the difference between creating a purchase order from scope items versus a custom purchase order? Creating from scope items pulls from an authorised estimate already completed on the job. A custom purchase order doesn't depend on an existing authorised estimate.

What happens after I send a quote request to a trade? It remains visible within the job for tracking and follow-up. As the trade responds, your team can review pricing and compare responses directly within the job as it progresses through the workflow.