Documents
A document is an invoice, contract, act, quote (commercial proposal), or any other print form you issue to a client. The Documents section stores all of them: here a document is issued, filled with products and services, gets a number according to your rules, and goes to the client as a link by email.
The section includes the Sales service: the same document content, but gathered into a single list, the products and services from all documents issued during a period. It opens from Documents via the cart icon in the side menu; learn more in Sales.
What you can do
- View the dashboard for a period
- Work with the document list
- Change several documents at once
- Find a document by refined criteria
- Track documents by stage
- Build charts for a period
- Set up automatic actions
- Issue a document
- Fill in the document card
- Generate a print form and send it to the client
- Fill in company details, yours and the client's
- Set up numbering
- View sales, what was included in the issued documents
- Understand what is not available to everyone
The section is structured like the others: at the top are four views, dashboard, list, stages, and charts, and next to them is the Automation tab with a green toggle that enables scenarios for documents.
Dashboard
A section with ready-made indicators and a calculated number of records. The tab works the same way in every section and is described in the Dashboard article.
List
A table view with all issued documents. The period and selection are set in the top panel.
| No. | Element | What it does |
|---|---|---|
| 1 | Period | Today, tomorrow, yesterday, week, month, year |
| 2 | Date range | An arbitrary interval instead of a preset period |
| 3 | Search | Finds a document by the specified parameters, learn more |
| 4 | Forgotten | A counter of documents whose validity date has passed; clicking it opens their list, learn more |
| 5 | Settings | Column selection, directories, integrations, and the section's trash |
| 6 | Add | Creates a document, as well as a client, a task, and a deal |
| 7 | Filter, Tags, Responsible | Quick selection: only what matches the condition stays on the screen |
The table header and rows handle sorting, column display, and working with several documents at once.
| No. | Element | What it does |
|---|---|---|
| 8 | Column filter and sorting | Selection by column value and sorting in ascending or descending order |
| 9 | Column selection | The pink eye icon on the right: which fields to show on the screen; check the ones you need or uncheck the unnecessary ones |
| 10 | Checkboxes | Marking rows for bulk actions |
| 11 | Record menu | Actions with a single document: open, copy, move to trash |
Columns can be rearranged: drag a column name with the mouse to the desired position in the row.
The Settings button in a section leads only to the settings of that module. The full list of application settings is collected in a separate administration service.
Warning
🔒 Accessing the settings requires a certain level of access rights. If you don't have them, contact an employee of your company with administrator rights.
Bulk actions
Bulk actions are performed in the List view; they are not available in the dashboard, stages, or charts.
Check one or more rows and perform an action for all of them at once:
- assign tags;
- change the document status;
- move to trash with the option to restore.
Warning
Only an employee with delete and restore rights can send records to the trash.
Searching documents
Each service has its own set of search fields. In documents, you search by document number, Tax ID, client, addressee, note, and by the products and services inside the document, and the More button adds phone, email, city, and address.
The Contains and Equals conditions work the same everywhere: the first finds by part of a word, the second finds exactly what you entered. Learn more in the Search in CRM section.
Forgotten documents
In documents, "forgotten" is determined differently than in tasks and deals, where the counter fills up on its own based on expired dates. Here you decide for each document separately whether to track it or not.
The document card has a Valid until field with a date and a toggle next to it, Track as forgotten:
- toggle on: the document goes to Forgotten as soon as the date in the Valid until field passes;
- toggle off: the document does not appear in the counter, even if the date expired long ago.
That is why the counter shows not all overdue documents, but only those you asked to track. Turn the toggle on where the deadline matters: an invoice with a limited payment period, a quote with prices valid until a certain date, a contract with an end date.
Stages
Every document has a stage, which is the same as its status: you choose it from the drop-down list in the card or right in the list.
The kanban board shows how many documents, and which ones, are at each stage; a document is dragged from stage to stage with the mouse. The second way to track the stage is the filter on the Status column in the list.
Your own list of stages is set in Settings > Documents > Document statuses; this is a regular editable directory, see Standard directories.
Charts
On the side are ready-made breakdowns: document types, document statuses, products and services, responsible person and department. All you need to do is choose a period, filter, or tags. At the top are the number of records and their total amount. The screenshot shows the Products and services breakdown: a rating of the line items included in all issued documents.
Charts are calculated using the same selection as the list. Set a filter on the Document type column in the list and choose one type, and the picture across all breakdowns is built for that type only.
Every section has its own local analytics. Summary data across all sections will appear in a separate service, Analytics.
Automation
The fifth tab of the top menu contains scenarios that the system performs for you. The green toggle next to the tab turns automation on and off entirely: turn it off and the actions stop running; turn it on and they resume in about a minute.
For documents, the trigger consists of three parts:
| Part of the trigger | What to choose |
|---|---|
| Database section | Documents |
| What happened | Add for a new document only, Change for an edit of an existing one only, Any for both |
| Under which combination | Type assigned and Status set for the document: the type is invoice, contract, act, quote, delivery note; the status is a stage such as "approved" or "signed". The status is required, the type can be left out |
For example: an invoice is moved to the "Signed" status, and the client receives a thank-you email while a task to monitor the payment is created for the responsible person.
What you can hand over to automation: an email, an SMS, a task, a deal, a change of the client's type or status. How the trigger is set, how each action is configured, and how the scenario tree is read is described in the Automation section. Completed actions are visible in the log.
How to issue a document
| From where | What happens |
|---|---|
| From the client card | The Documents tab > Add. The client and their company details are filled in automatically |
| From a deal | The same as from the client card; the deal's products and services are carried over to the document |
| With the Add button in any section | Global adding. Unlike the card, you will have to choose the client from the list |
In the creation form:
- Choose the Document type from the list; by default, the one you chose last is filled in.
- Specify the Company: clicking the field or the magnifying glass opens the search, and the plus sign adds a new client.
- If necessary, choose an addressee, a contact person from the list for this client.
- In the last line, you can specify which document of this client the new one is based on. Then the list of products and services is filled with the same items.
The first two fields, type and company, are required; the rest are filled in as needed. The document number is assigned automatically; the rules are described in the Document numbering section.
Document card
The card is divided into tabs: from left to right, from the document itself to the correspondence about it. Click a name to see what is inside each tab.
Type, number, date and amount, status, company and addressee, linked deal, and the base document. The Valid until field sets the validity period, and the toggle next to it enables forgotten tracking; at the bottom are the note and tags.
Here you choose which of your company details the document is issued from and which client details it is issued to.
Add > Choose from directory or Blank item. Each row has its own quantity, price, discount, and VAT rate; the VAT on top of the price toggle and the currency selection are above the table. At the bottom is the amount in figures and in words.
Attachments to the document: drag a file into the window or choose it on your computer. The limit is 30 MB per file.
Your own document fields, if the standard ones are not enough. A field is added right here, via the dotted Add your new field line; each one gets its own tag and can be used in templates, see Custom fields.
Discussion of the document with colleagues: who wrote what and when. Comments stay in the card and do not go into the print form.
The Generate button at the bottom of the card assembles the document from the template, with your company details, logo, and stamp. What the panel at the top can do is covered in the Printing and sending section.
Printing and sending
Click Generate: the document is assembled from the template and opens in a separate window. Everything you can do with it next is gathered in the panel at the top.
| No. | Button | What it does |
|---|---|---|
| 1 | Send as link | You choose the recipient's email, and an email with a ready-made template opens; inside the email is a button with a link to the document |
| 2 | Copy | Copies the same link: send it in a messenger, a chat, or in your own email without a template |
| 3 | Prints the document; in the print dialog, you can save it as a PDF. This is a separate component from the neighboring button | |
| 4 | Export | Saves the file: PDF, Word, Excel, RTF, Image, HTML, XML |
| 5 | Gear | The document template builder, see HTML templates |
| 6 | Three dots | The directory with the list of all document templates |
| 7 | Search | Searches the text inside the document |
| 8 | Refresh | Reloads the document, for example after edits in the card |
This is what printing looks like: in the browser dialog, you choose a printer or Save as PDF.
If email is not connected, you will not be able to send the document as a link: first connect a mailbox.
Company details
To have company details filled into document templates automatically, fill them in once, yours and the client's. In the document itself, they are chosen on the "Company details" tab.
Your company details
Open Settings > Directories > Documents > Our company details and click Add.
In the company details card, on the Main tab, in the Full name field, enter the Tax ID, the name, or the manager's full name; the system suggests matching options from open sources. After you choose one, most fields are filled in automatically, and you only need to complete the free-form ones.
You need to fill in all four tabs: Main, Additional, Bank, Codes. The bank is also filled in automatically, by BIC, correspondent account, or bank name; only the checking account is entered manually.
There is no limit on the number of company details: you can operate from several legal entities. Turn on the Use by default toggle next to the main payment details; these are the ones that will be filled into documents.
Client details
The client's details live in their card: Client card > Payment details > Add. A client can also have several legal entities; the toggle is turned on next to the main one in the same way, and these are the details that go into the document. Learn more in Client card.
An individual's details are filled in manually; there is no integration with open sources here. Open the Individuals tab, click Add, and fill in the full name, passport, address, and the other fields, and bank details if necessary.
On the Additional tab, you specify the declension of the full name: then the last name, first name, and patronymic appear in the contract in the correct grammatical case.
Document numbering
The number is assigned automatically and depends on three things: the document type, the previous number, and the company details the document is issued from.
How the number is assigned
The system looks at the document type and adds one to the highest document number of that type.
For example, you have issued invoices and the highest number is 1839; the next invoice gets number 1840.
Dependence on company details
Documents can be issued from several legal entities, and each has its own numbering: sequential for each document type and each company.
For example, you have two legal entities: Acme LLC with the main company details and Bluebell LLC as an additional one. Acme has Invoice 1957, Bluebell has Invoice 237. A new invoice gets number 1958, but as soon as you switch the company details to Bluebell LLC, the number becomes 238.
Where company details are created and how to manage several legal entities is described above, in the Company details section.
Prefixes and suffixes
When creating a document template, the number is configurable: a plain sequential number, with a prefix, with a suffix, or with both at once.
It looks like this: LICENSE AGREEMENT No. FO-2647/Cloud, where FO is the prefix and /Cloud is the suffix.
Do not use the suffix to indicate the current year. If you need a number like FO-2647/2021, leave the suffix field empty and insert the year with the year_doc_tag tag right inside the document template.
Then you won't have to create a new template next year: the year changes on its own, and you simply continue working.
Alert
If you still put the year in the suffix and change it a year later, the suffix changes in all documents from previous years too 💥
Rights and limitations
What is not available to everyone and everywhere:
| Action | What you need to know |
|---|---|
| See other people's documents | The list shows records according to your level of access rights: each rule has two toggles, view and edit |
| Open module settings | The section's directories, integrations, and trash require a certain level of rights |
| Move to trash | The document goes to the trash, to its own Documents section, and can be restored from there. After the trash is emptied, the record can no longer be restored |
| Export the list to Excel | Requires export permission |
| Bulk actions | Work only in the List view; they are not available in the dashboard, stages, or charts |
| Send a document as a link | Won't work until a mailbox is connected |
The section's rights are configured in Settings → Users → Access groups, the Documents square. How access groups work and what the colored indicators next to sections mean is described in the Access rights article.
Warning
A service pinned to the side menu of another application through More is a showcase, not the whole service: only Dashboard and List are available there. The other sections open in the full version: for Documents that is Sales, for Finance it is Plan vs. Actual and Budget.
Need the whole service? Go to the application itself through the icon in the upper left corner. The database is shared, nothing needs to be transferred. What each application includes is listed in the table What is inside each application.