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How to upload and manage documents for a client

Keep contracts, terms, SLAs and other paperwork for each Direct Client in one place, with expiry dates so nothing lapses unnoticed.

Every client relationship comes with paperwork: signed terms of business, service level agreements, insurance certificates, purchase order agreements and more. The Client Document panel keeps it all against the client's profile, so anyone in your agency can find the latest version without digging through email.

Each document can have an expiry date, so you can see at a glance when something needs renewing.

 

Before you begin

  • You need permission to manage clients. See Who can create and manage clients in Agency Accelerator.
  • Have the file ready on your computer.
  • Decide on a clear name. Document names can be up to 50 characters, so keep them short and specific, for example "Terms of Business 2026".

 

Opening the Client Document panel

  1. Select Clients in the left hand menu and open the client.
  2. Select the folder icon in the column of icons beside the profile. The Client Document panel opens.

The table at the bottom lists the documents already uploaded, with the Document Name, Expire Date, Note and a View link.

 

Adding a document

  1. Enter the Document Name. This is required, and can be up to 50 characters.
  2. If the document expires, choose the Expire Date from the calendar.
  3. Select UPLOAD DOCUMENT and choose the file from your computer.
  4. Add a Note if it would help a colleague, for example what the document covers or who signed it. Notes can be up to 200 characters.
  5. Select Add Document. The button stays greyed out until the required details are complete.
  6. Select Update to save your changes to the client's profile.

The document appears in the table.

Select Clear to empty the form and start again before you add a document.

 

Viewing a document

Select View beside a document in the table to open it.

Tip: Upload a new document when a contract is renewed, rather than relying on the old one. Including the year in the name, such as "SLA 2026", makes it obvious which is current.

 

Other places documents are stored

  • VAT documents are uploaded on the Client Information panel when you record the client's VAT number. See How to set up a new client.
  • Notes, emails and call records belong on the Client Activity panel, where they form a timeline of your contact with the client. See How to record and manage client activity.

 

Good habits worth adopting

  • Always add an expiry date where there is one. It is the easiest way to catch a lapsed insurance certificate before a client asks for it.
  • Use names a colleague would understand. "Signed T&Cs Meadowvale 2026" is far more useful than "scan0042".
  • Keep the signed version. Upload the copy with signatures, not the draft you sent for signing.

 

If something looks wrong

Add Document stays greyed out. Check that you have entered a Document Name and uploaded a file.

The name or note will not fit. Names are limited to 50 characters and notes to 200. Shorten them, and put any extra detail in a note on the Client Activity panel.

A document will not upload. Check the file is not open in another program and try again. If it still fails, contact our Support Team with the client's name, reference number and the file type.