Sending & Tracking

Sending & Tracking

Sending a Document

When your document is ready, click Send. The system will:

1. Verify that a recipient is assigned.
2. If the document is part of a workflow, sync data (recipient, line items, currency, payment terms) to all subsequent documents in the chain.
3. Change the status from Draft to Sent.
4. If the document has signatures, route signature requests to the signers (all at once for parallel mode, or just the first signer for sequential mode).
5. Send an email to the recipient with a secure, unique link to view the document.

You can only send a document when its status is Draft or Viewed (in the case of re-sending).

Resending

Resend a document from the following statuses: Sent, Viewed, Signed, Partially Paid, or Overdue. This sends a new email notification to the recipient with the same secure link. You cannot resend documents that are in Draft, Paid, Void, or Cancelled status.

Tracking Activity

Once sent, the document detail page shows real-time status updates:

• When the recipient opened the link (Viewed).
• When each signer signed (for documents with signatures).
• When payments were received (for invoices).

You will also receive email notifications for key events.

Voiding a Document

Use the Void action to permanently cancel a document. You cannot void a document that is already Void, Cancelled, or Paid. When you void a document:

• All pending signatures on the document are marked as expired.
• If the document is part of a workflow, you can optionally void all subsequent documents in the chain as well.
• You can provide an optional reason for voiding (up to 500 characters).
• Voided documents cannot be edited or reopened.

Converting a Document

You can convert any document to a different type. For example, convert a signed proposal into an invoice, or a quote into a contract. When converting:

• A new document is created with the new type, same recipient, and same line items.
• A new document number is generated automatically.
• Optionally link the new document in the same workflow chain.

Generating an Invoice

From a Proposal, Contract, or Quote, use Generate Invoice to quickly create an invoice. This:

• Creates a new draft invoice with the same recipient and currency.
• Optionally copies all line items from the source document.
• Sets a due date (default: 30 days from now).
• Links the invoice as the next step in the workflow.

Duplicating a Document

Duplicate any document to create a copy. The copy has:

• All line items and sections duplicated.
• Tags copied over.
• Status reset to Draft.
• A new document number.
• Payment and signature data are not copied.