You can send documents straight from JACK to reduce the amount of emails you send and receive.
Sending documents to clients/suppliers/contractors
To send a document to a client, supplier, or contractor, navigate on the main left menu > Estimates > select the relevant Estimates > Documents and click on + Document. Or if the estimate has been converted to a Job, navigate to Jobs > select the relevant Job > Documents and click on + Document in the top right and complete the following steps:
Note: A document can be created from blank, or an existing template can be selected.
Under Document Setup select the assigned staff with the dropdown, the system will notify this assignee when the document is signed.
Name the document, and this description will be used to identify the document when you filter or search the global document list.
Under the Send Document section, use the dropdown to select which client/supplier/contractor you want to receive the document. JACK will use the default email for this client/supplier/contractor, which is stored in Contacts > Clients/Suppliers/Contractors > Details > Email. If the default email is not your desired contact, you can toggle on add custom email address and type the email address.
Note: if you don't have all the relevant contact details saved, such as an email address, then you will not be able to select the client/supplier/contractor.
You can set an expiry date for the document by typing in the number of days, and you can toggle on the ability to countersign the document. If countersign the document is ticked, the assignee's digital signature will be added to the document when the client/supplier/contractor signs the document.
To the right of Email Content, you can click on the ✏️ icon and customise the email content that will be sent with the document.
You can add attachments by clicking on the attachments dropdown and then dragging and dropping your file into the grey box or clicking browse and upload from your files on your computer.
You can choose to include an estimate with the document by clicking on the estimate side menu and choosing the relevant estimate. This will then give you the option to toggle on the ability to share specifications, allowances, categories, and items.
You can save the document as a draft, download it into PDF format, or send it directly from JACK to the client/supplier/contractor by clicking on Send Document > Send for Signing.
Note that request for quotes cannot be displayed in Documents. To view RFQ's, navigate to Estimates > select the relevant estimate > Request for Quotes.
After saving the document, you can view all client/supplier/contractor documents by navigating to Documents > Clients / Suppliers / Contractors. You can then search and filter all documents.
Once a document is sent, the status will change from draft to sent.