Documents, Uploads and E-Signing

Two different things live under “paperwork”, and it is worth keeping them apart. Documents are forms the app generates from what you have already typed — bills of sale, odometer disclosures, title applications. Files are what you put in: photos of a license, a scan of a title, an insurance card. This article covers both, plus sending a document set out for electronic signature.

Two different things

Files you upload, and documents the app generates

Who can see them

Only your dealership — a file never crosses to another account

To e-sign

A buyer with an email, a vehicle, someone signing for the dealership, and credits

Before you start

Generating documents needs the deal filled in — a form is only as complete as the record behind it. Electronic signing needs more: a buyer with a name and an email address, a chosen Person Signing for Dealer, and your business details on file. The requirements list on the e-sign panel names anything missing.

What it costs

• Uploading and downloading files — free; nothing comes out of your credits. What is capped is how much you can store: 1 GB to start, 10 GB once you have bought credits. The Files tab shows how much you have used, and an upload that would go over is refused with a message telling you how much more room you need.
• Generating and viewing documents on a deal jacket — charged once per deal jacket. Open them again, edit the deal and open them again, print them again: no further charge. The panel shows NOT PAID before the first view with the amount, and PAID afterwards.
• The contract on a Buy Here Pay Here or lease deal — charged once on top, the first time you produce it. That covers the retail installment contract, the lease agreement, their payment schedules and the payoff statements. The panel adds it all up and shows the total before it spends anything.
• Documents generated from a vehicle record rather than a deal — free.
• Sending a deal out for electronic signature — charged when you create the e-sign set, at a price the button states before you click it. If the deal jacket itself has not been paid for yet, that charge is added at the same time and the panel says so.
• A deal you have actually sent us as a full-service tag & title request — no separate charge to open or e-sign it, because preparing the paperwork is part of what you have already paid us for. Starting a request and not sending it does not count: until you submit it, the deal pays its own document charges like any other. The Buy Here Pay Here and lease contract charges are never included. See What the Tag & Title Service Does.

All of it comes out of your prepaid credit balance: Overview of Billing and Credits.

Files: getting paperwork in

Most records in the app carry a Files tab — the deal jacket, and the vehicle, customer, lienholder, location and provider records. Anything you attach there stays with that record.

There is no single “all my uploads” page, and there is not going to be one — files live on the record they belong to. Your dealer license and identification documents are the exception, and they have their own place in Settings.

Uploading

Drag files in or use Click to upload. PDFs, images and video are accepted.

Give a file a type with Set type — driver license, insurance card, trade-in title, and so on. The type is what makes the file show up in the matching section of the record instead of sitting in Uncategorized, so it is worth doing. Change type and Remove type adjust it later; removing a type does not remove the file, it just stops it appearing in that section.

Caution

Deleting a file cannot be undone. The confirmation says so. Everything else about a file can be changed after the fact; this one cannot.

Some files you cannot delete at all — anything we filed onto the deal ourselves from a signed envelope, and anything one of our people has checked and verified. Those are evidence, and the app says so when you try. Your user account also needs permission to delete files.

Choose filesRequest upload from customer

• IMG_4021.jpgDriver licenseImage · Maria Delgado · 03/14/2026
• IMG_4022.jpgInsurance cardImage · Maria Delgado · 03/14/2026
• scan_0007.pdfUncategorizedPDF · Jose Ruiz · 03/15/2026

IllustrationAbove the list, two controls: Choose files, which is how you upload from this computer, and Request upload from customer beside it. Each file is then listed with a tag saying what it IS, and a second line giving its type, who uploaded it and when. That tag, not the filename, is what makes the list readable — a customer's photo arrives called IMG_4021.jpg, and the tag is the same vocabulary the request dialog offers. The tag is also a control: clicking its name changes the type and the X beside it clears it, and a file with no type yet shows a dashed Uncategorized chip that is itself the button for setting one.

Asking the customer to send it

Rather than chasing photographs by text message, use Request upload from customer on the deal jacket’s Files tab. You choose what to request — license front and back, insurance card, trade-in title, and the rest — and the customer gets a secure link they can open on their phone. What they send lands straight in the deal, already labeled.

• The link is valid for 7 days. You can revoke it at any time, and revoking is immediate.
• Active links are listed on the same tab, with when each expires, so you can see what is outstanding.
• Your business has to be verified first. Until then the button explains why — see Verifying Dealer License and Business Information.

You can also send a file the other way, to the customer, with Send file to customer.

Request upload from customer

Send a secure link the customer can open on their phone to upload paperwork directly into this deal.

Customer will receive a link valid for 7 days. You can revoke it any time.

Select what to request

Driver licenseDriver license (front)Driver license (back)Selfie with your licenseInsurance cardInsurance declarations page

Message preview

"Upload your driver license and insurance card"

Link active until 03/21/2026

Revoke link

CancelShare

IllustrationThe request dialog is a checklist of what you can ask for, and under it a preview of the sentence the customer will actually receive, built from whatever is ticked — with nothing ticked it reads Pick at least one document. The link lasts seven days. The buttons at the bottom are Cancel and Share; once a link exists a green line gives the date it stops working, and Revoke link sits on the left to turn it off early.

Files on a deal do not expire

A file you attach to a deal just sits on the record. We do not review it and it carries no expiry date. Expiry dates and review status belong to your dealer license and identification documents, which live in Settings rather than on a deal — see Verifying Dealer License and Business Information.

Documents: generating forms

Open the deal jacket’s Documents section. Available Documents lists the forms this deal can produce, grouped by category, with the ones we recommend for the deal already ticked. Select All and Unselect All are there for when the recommendation is not what you want.

Some deals offer forty-odd forms, and three things keep that manageable: the search box above the list, Only selected for checking what you are about to produce, and Select group on each category heading. The headings stay put as you scroll, so a row always says which group it is in.

The state group holds the forms of the state the vehicle will be titled in: the deal’s answer to In what state will it be titled?, or your account’s default when the deal has not said. Change on that heading goes to the question.

What you have picked shows beside the list, one chip per document with an × to drop it — so you can read the set back without scrolling the list. Under the chips are the three things you can do with the whole selection: Open builds the documents and opens them, Send delivers them to the customer, and eSign starts a signature request. When credits are owed for opening, the button says so before you press it.

If you always send the same set, save it: Form Profiles stores a named selection you can apply to the next deal, update, or delete.

When the deal changes after you have chosen documents, the panel offers to reselect the recommended set or keep what you had. It asks rather than deciding for you.

Caution

Read a generated document before you send it. A form prints what the record holds, so a gap in a section shows up as a blank on the paper — and nothing checks for you, so read it.

The jacket saves as you type, but if you click Generate in the same second you finish typing it holds off and says to save changes first. Wait for the Saved indicator in the header and try again; it is protecting you from a PDF that is missing what you just typed.

Available Documents

Search documents

Only selected3

• 3 of 4Select All
• FLFloridaChangeSelect group3
• Bill of SaleThe sale itself
• Odometer DisclosureFederal disclosure
• Power of AttorneySo we can file for youPre-fill
• Buyers GuideWindow form

Recommended3 selected

BOSBill of SaleODOOdometer DisclosurePOAPower of Attorney

OpenSendeSign

IllustrationThe deal jacket's Available Documents screen, split in two. On the left the list: a search box and an Only selected filter, then a running {selected} of {total} with Select All beside it, then the documents grouped under sticky headings that each carry their own tally and a Select group link; the state group's heading also shows the state's code and a Change link. Each row is a checkbox, the document's name and what it is for, and any action that document has of its own — nothing is hidden until you hover. On the right, what you have picked: the set it matches, the count, a chip per document with an X to drop it, and along the bottom the three things you can do with the whole selection — Open, Send and eSign.

E-signing

Electronic signature is available from the deal jacket’s Documents section, and only from a deal jacket. It is powered by DocuSign; you do not need a DocuSign account of your own.

What has to be true first

The panel carries a live Requirements for eSign Deal Jacket list. Each row goes green as it is satisfied:

Requirement	Where it is fixed
Your dealership’s name, email and phone	Settings → Dealer Management, under Dealer Information and Contact Information
A buyer with a name and an email address	The deal’s Buyer section
A co-buyer with a name and email, if there is one	The deal’s Co-Buyer section
A vehicle on the deal	The deal’s Vehicle section
A Person Signing for Dealer, with a confirmed email address	The deal’s Signers section
At least one document selected	Available Documents, above
No unsaved changes	Save the deal
Enough credits	Purchasing Additional Credits

Sending it

Create the e-sign set and the app assembles the documents, places the signature zones and emails the people who have to sign — the buyer, the co-buyer if there is one, and the person signing for the dealership. You watch it happen step by step; the panel updates live.

After that, the panel is a status board. It records who was emailed, who opened the documents and who signed, each with a time. So “have they signed yet?” is answered without phoning anyone.

Everyone is emailed at the same time and can sign in any order. There is no queue: the buyer does not have to go before the co-buyer, and nobody is waiting on the dealership’s signature.

Requirements for eSign Deal Jacket (4/5)

Dealer Profile is acceptable for eSigning

Buyer is acceptable for eSigning

Vehicle is acceptable for eSigning

Transfer is acceptable for eSigning

Missing Buyer's emailBuyer

IllustrationThe eSign panel's requirements list, with its completed counter. Each row carries a blue tick once it is satisfied and a grey circle while it is not, so what is still outstanding before you can send is visible at a glance.

Changing it afterwards

Three actions sit on a sent set:

• Resend — emails the paperwork again to everyone who has not finished signing. Useful when a customer says they never got it.

• Update — regenerates the documents from the deal as it stands now and re-sends. There is no extra charge for updating. It works only while nobody has finished signing; once one signature is in, the paperwork is locked and Update is no longer offered. Resending costs nothing — it is the same envelope going out again. What is charged is creating an envelope, so a set you void and rebuild is a second charge.

• Void — cancels the set. This cannot be undone, and creating a new one costs credits again, so void only when the set is genuinely wrong rather than merely out of date. Try Update first.

You can still change which forms are in the set — until somebody signs. Tick or untick a form in Available Documents and press Update: the app rebuilds the paperwork with the new list and emails it out again. Once one person has finished signing, that list is locked too, and the only way to change it is Void and a new set.

Forms that need a notary

Some state forms have to be signed in front of a notary. Where one of those is in your set, the panel says so plainly: collecting the signature online is fine for your own records, but the copy you send to the state must be printed and signed again with a notary watching. An online signature does not satisfy that requirement.

If it will not let you continue

• “There are 0 documents selected.” Tick at least one form in Available Documents.
• “Unsaved changes to the deal.” Save the deal. Documents are generated from the saved record, so this is protecting you from a PDF that is missing what you just typed.
• “Dealer Representative selected has not confirmed their email address.” That person needs to confirm their email address before they can be a signer.
• “Insufficient credits to create an eSign deal.” Add credits — Purchasing Additional Credits.
• “Exceeded max eSign Deal Jackets without verifying business.” There is a cap on how many sets you can send before your business documents are verified. Upload them under Settings → Dealer Management → Tax and License Numbers and the cap lifts — see Verifying Dealer License and Business Information.
• “eSign deal jacket has been completed or voided.” A finished or voided set cannot be reopened. Start a new one.
• The request-upload button is unavailable. Your business is not verified yet.

After you finish

• Signed documents stay on the deal, alongside everything else — Creating a Deal Jacket.
• Send the title work. Sending Us a Title Request.
• Get paid. Creating a Payment Link.