Documents

Keep all company files in one place. Create contracts, waybills and acts from a template with one click and send them to the customer.

The “🗂 Documents” section shows all files uploaded to customers, projects and orders. Contract and order cards also have a “📄 Documents (contract, invoice)” section, where documents are created from ready-made templates.

Uploading and finding documents

Click “+ Upload document”.

Select the “Category” (contract, report, tax return, act, financial document, ID document, other). If needed, also select the “Customer” and “Project”.

Click “📎 Choose and upload a file” and select the file.

Type a file, customer or project name in the search box. You can also filter with the “All customers” list and the category buttons.

Creating a document from a template

In the contract list, click the contract's “Contract document (from template)” button, or go to the “📄 Documents (contract, invoice)” section at the bottom of the order card.

Select a template from the list. For HTML templates, you can check the result first with “Preview” (the eye icon).

Click “Create document”. The customer's name, TIN (VÖEN), company details, items and amount are filled in automatically from the card.

Click the document's name to download it. To send it, click the “Send by email” or “Send via WhatsApp” icon.

Document templates (admin)

Go to Settings → “📄 Document templates” and click “+ Template”.

Enter the “Name” and select the “Document type” (Contract, Sale and purchase agreement, Waybill, Delivery and acceptance act, Other document) and “Customer type”.

Select the “Format”: “HTML (written here)” or “Word file (.docx)”.

Click variables to insert them into the text; they are written as {{...}}. In a Word template, put {{#mallar}} ... {{/mallar}} on the row of the items table. The company logo (Settings → Logo) appears top-right on prints automatically; to place it elsewhere, write {{loqo}}. Then click “Save”.

Rules

An uploaded file can be up to 10 MB. Allowed formats: PDF, Word, Excel, CSV, TXT, ZIP, JPG, PNG. Total storage depends on your plan.

Numbering is automatic: waybills get the QM- prefix, sale and purchase agreements AS-, acts AKT-, and a contract document takes the contract's number. When the same document is generated again, the number stays the same and the version increases (v2, v3).

If Google Drive is connected, the generated document is saved as a PDF and a “Drive” link appears next to it. If it is not connected, the document is saved as HTML or DOCX.

Only an admin can create, change and delete templates. Creating documents requires the “Documents — Add” permission.

A seller can only change the category of, and delete, files they uploaded themselves.

Sending by email requires the “Email — Add” permission, and sending by WhatsApp requires “WhatsApp — Add”. If the customer has no email, enter the recipient manually.

Before generating a document from a template, the system checks which fields (e.g. tax ID, IBAN) will be empty, lists them and asks for confirmation. Templates have VAT variables: {{ƏDV_siz_məbləğ}}, {{ƏDV_dərəcəsi}}, {{ƏDV}}, {{cəm}}, {{cəm_sözlə}}. Clicking a file name opens a preview (PDF, image, text), ⬇ downloads it. The project, contract and deal must belong to the selected customer.

Every template change is a new version; each generated document shows which template version it came from. In the editor you can check even unsaved text with “Real data: latest order / contract”. Variables naming the source: {{müqavilə_məbləğ}}, {{sifariş_məbləğ}}, {{sifariş_cəm}} ({{məbləğ}} is the amount of the document’s own source). If Google Drive is not connected, the document is saved as HTML — open it and use “Print → Save as PDF”.

When uploading, first choose the file — its name and size are shown; files over 10 MB or of an unaccepted type are not uploaded; then click “Upload”. A file can be linked to a customer, a project or one of the customer’s open deals; picking a project fills in the customer. Generated documents carry the number, version and creation time at the bottom; amounts use the 1 234,56 format.

Templates that match the customer type appear at the top of the list. Templates for other types are shown in the “For another customer type” group.