Documents
Documents let your team store uploaded files and link them to the customers and vehicles they belong to.
What documents can be used for
Use documents for invoices, estimates, inspection sheets, images, certificates, warranty files, customer authorisations, and workshop records.
Why it matters
Files are only useful if the team can find them later. Linking documents to the right customer or vehicle keeps the record complete and reduces time spent searching through shared drives or message threads.
How to use documents
Upload the file, choose a category, and link it to the relevant customer or vehicle. Use a clear file name and category so the document is understandable without opening it.
Categories and organisation
Categories should describe the file’s role, such as invoice, inspection, image, certificate, estimate, or warranty. Keep the category list short enough that the team can choose quickly.
Best practices
- Rename unclear files before upload when possible.
- Link vehicle-specific files to the vehicle, not only the customer.
- Use categories consistently.
- Remove duplicate uploads when they are discovered.
- Avoid uploading files that your workshop should not retain.
Common mistakes
- Uploading documents without linking them to a record.
- Using generic names like
image.jpg. - Storing document context in notes instead of categories and links.