What you will accomplish

You will save a file on the correct customer record with the right label—such as Insurance or Vehicle Registration—so your team can find it later without searching email or shared folders.

This guide is for staff uploads. When customers upload files themselves in the portal, they use the same document types you set up in Configure document requirements.

When to use this guide

• A customer emails a photo of an insurance card and you need it on their record today.
• Someone drops off registration paperwork at the front desk.
• You are finishing onboarding and the customer cannot use the portal yet.
• You need a scanned copy on file before approving storage or releasing a vehicle.

Before you start

• The customer exists in Contacts.
• You know which document type fits the file (create types first if needed—see Configure document requirements).
• You have the file on your computer or phone (PDF, JPG, or PNG usually work).
• If the file is for one vehicle, know which car on the customer record it belongs to.

Upload the file

1. Open the customer record

   Go to Contacts, search for the customer, and open their page.

   Expected result: You see the customer’s name, contact details, vehicles, and other sections.

2. Scroll to Documents & Contracts

   Find the card titled Documents & Contracts.

   This section holds both signed agreements and uploaded files.

3. Click New Document

   Click New Document (top-right of that card, or in the empty state if nothing is there yet).

   Expected result: A window titled Add New Document opens with two choices.

4. Choose General Document

   Click General Document—the option for files customers or staff upload, not electronic signing.

   Why this matters: Choosing Contract starts a signing flow. Insurance and registration almost always belong under General Document.

5. Pick the document type

   Select the type that matches the file, such as Insurance or Vehicle Registration.

   If the type you need is missing, ask an admin to add it in Settings > Contracts & Documents.

6. Choose the vehicle (if asked)

   If the upload is for a specific car, select the correct vehicle.

   Expected result: The file will be linked to that car on the customer record.

7. Select the file and save

   Click to browse or drag the file into the upload area. Add a short note if helpful (for example, Expires March 2027). Save or upload when the button at the bottom is ready.

   Expected result: A new document card appears in Documents & Contracts with the type name you chose.

What success looks like

• The file appears on the customer record under Documents & Contracts.
• The document type label is correct (Insurance, Registration, and so on).
• The linked vehicle is correct when the file applies to one car.
• Another team member can open the file from the same customer page without asking you for a copy.

Common mistakes to avoid

Troubleshooting

What to do next

• To collect a signed agreement, use Send a contract for signature.
• To confirm what is already on file, use Review signed contracts and document history.
• To require uploads during portal setup, see Configure document requirements.