Sending documents

1. Open the record.

   Open the pay application, change order, RFI or other record you want to send.

2. Download it.

   Select Download PDF to save it and send it yourself.

3. Or email it.

   Select Email…. The dialog shows what is attached. To is usually filled in from the job's contacts or the directory; check it, and add anyone under Copy. Add a line under Message if you like, and select Send.

The email goes out in your company's name with the PDF attached, and replies come to you. Separate several addresses with commas. If nothing is filled in under To, the dialog says why; usually the right contact is not on the job's Contacts with an email address yet.

Once a document has been emailed, a Sent list appears under its buttons, newest first. Each line shows who sent it, who it went to and who was copied, when, and whether it was Sent or not, with the reason if it failed.

• Pay application — the job's Pay applications tab, under Financial › Money in, on the application. The application and continuation sheet. Emailed by project managers, to the customer and general contractor contacts, with Send to the customer….
• Purchase order or subcontract — the job's Purchase orders and subcontracts tab, on the commitment. Emailed by project managers, to the vendor's contacts on the job, with a request to sign and return it.
• Change order — the job's Change orders tab. For the customer to sign, sent with Send to the customer. Emailed by project managers.
• Daily report — Jobs › Daily reports, on the day. Emailed by anyone whose role manages daily reports (by default project managers and superintendents); foremen can download it. A job can also email each report to its report list as it's approved.
• T&M ticket — Jobs › T&M tickets, on the ticket, with the signature taken on site. Emailed by project managers and foremen. When the customer's rep wasn't on site to sign, Send for signature emails them a link that opens the ticket with no account, to sign there.
• Punch list — the job's Punch list tab, on the list, grouped by who is responsible. Emailed by project managers.
• RFI — the RFI, under The RFI as a PDF, with room for the response, or with Email it…. Emailed by project managers or the foreman who asked it. The email carries an answer link: the reviewer opens it with no account and answers with a typed signature, and the answer lands on the RFI.
• Submittal register — the job's Submittals tab. Submittal transmittal — the submittal, under The transmittal as a PDF. Both emailed by project managers. A transmittal's email carries a review link, and the reviewer's stamp lands on the submittal, signed.
• Invoice — Money › Receivables, on the invoice. Emailed by project managers, owners and admins, to the customer's email from the directory, with Send….
• Toolbox talk sign-in sheet — People and safety › Toolbox talks and hazards, on the talk under Talks held, with Sign-in sheet (PDF). Emailed by project managers, owners and admins, to the customer and general contractor contacts on the talk's job.
• Proposal — in Bid, on the estimate's Proposal stage. Emailed by estimators and chief estimators; viewers can download it. To have the customer accept it online, see Proposals.

Documents for the customer or a vendor carry what they need and nothing of your internal figures. A change order shows the price and the change in contract time, never your cost, hours or budget. The daily report carries only what was written for the customer, with the crew counted by trade, and never the office's own narrative, names, rates or cost. A punch list leaves off voided items.

To give the customer a standing view of the job rather than individual documents, see Customer access.