Keep a Customer's Paperwork on File

Paperwork That Lives With the Customer

Commercial work runs on paper: a certificate of insurance the property manager wants on file, a W-9 they need before they'll pay you, a signed agreement, a license, a photo of a damaged door. All of it goes in the Documents & Agreements card on the customer's page.

It's on both plans. Owners, managers, dispatchers and bookkeepers can upload and delete. The files are private to your shop.

Uploading a File

Open the customer and scroll to Documents & Agreements.
Tap Upload.
Pick the file. Up to 25 MB each.
Give it a title, or leave it blank and KeyBolt uses the file name.
Pick a type: COI, W-9, Agreement, License, Photo or Other.
Set an expiry date if the document has one.
Add notes if there's anything to remember, then upload.

KeyBolt Warns You Before It Expires

Give a document an expiry date and its row starts showing an amber Expires in 43d badge once it's inside 60 days. After the date it turns red and reads Expired. That's what a COI is for: you find out it's about to lapse while you're looking at the account, not when a property manager turns your tech away at the gate.

The badge lives on the customer's page. KeyBolt does not email or text you when a document is close to expiring, so make a habit of opening your big commercial accounts once a month.

Attaching a File to a Bill

When you're building a bill for this customer, the attachments panel has an Other customer files section listing what's on their record. Attach a COI or a signed agreement there and it stays on the bill for your records. It is not emailed to the customer unless you switch Email on for that attachment.

Each file has an eye button labeled Share with customer, and turning it on marks the row Customer can see. Treat that as a note to yourself for now. The customer portal shows invoices and job history and has no documents area, so a shared file does not reach the customer yet. Email it to them if they need it today.

Agreements Sit in the Same Card

Below the files, the same card holds this customer's recurring service agreements. Both belong to the account, so KeyBolt keeps them together. See Service agreements.

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