JTF OS

Documents and contracts

Fill in your contracts, lock them, and print them for a pen signature. You can also send a contract for an electronic signature: that is a Premium feature, and you get 3 free sends to try it.

Who can open it: owner, admin, manager, rep, estimator, production, office. In the menu it is called Documents & Contracts.

What is in the free version

  • Contracts. The free version includes two contracts: a Roofing contract and a Work authorization. Fill them in and print them as often as you like (within your quote and document limits).
  • Premium document types. Proposals, change orders, certificates, notices and custom forms are listed on the Documents page as Premium, with a link to contact us. You cannot make them in the free version. A browser shows a page that says so. A program calling the API gets a 402 answer.
  • Sending for e-signature is Premium. You get 3 free sends to try it, for the life of your workspace. You see how many are left ("2 of 3 free e-signatures left") on the Documents list and on every document, before you send anything. A send counts only when the email is accepted for delivery. If it could not be sent (no mail provider, or the provider refused it) the page says so, the count does not change, the signer's row reads "not delivered", and you can copy the link and deliver it yourself or send it again. After the third delivered send, the button is replaced by "E-sign is a premium feature, contact us to upgrade". Nothing is sent and no signing link is made. Download PDF stays available, so you can always print and sign by hand.

Both starter contracts are marked Review with your attorney before use. They are plain-wording starting points, not legal advice.

Your company details come first

Every document carries your company: legal name, address, phone, email, an optional license number and an optional logo. These come from Settings, Company details (/settings/company) and nowhere else. The page also appears as step 1 of 2 when you first sign in (step 2 is your prices). You can skip it, and the dashboard keeps a reminder until both steps are saved.

Until your company details are saved you cannot create, print or send a document. You see Finish your company details first with a link to the form. A document never goes out with a placeholder or with another company's details.

The logo must be a PNG, JPEG or WebP image up to 256 KB. SVG files are not accepted. You add the logo, the license number and the rest of your company details on the same screen, in one save. After you save, the page shows "This is how the top of your contract will look": your logo (or your company name when you have no logo), your address, phone, email and license. The contract and quote PDFs print the same header, never just an initial.

The steps

  1. Create a document from a contract on the Documents page. You can add an optional record reference.
  2. Fill outstanding fields. Type in the customer's details, then select Save fill values. Your own company's lines are already filled in from your company details. Signature spots are never filled in from the office.
  3. Lock & mark ready to sign. This locks the content, and it locks your company details as they are today (name, address, phone, email, license number and logo). If anything changes after that, earlier signature attempts no longer count. If you change your company details later, new drafts use the new ones, but this document keeps printing the ones it had when you locked it, so a signed PDF never changes.
  4. Print it: select Download PDF, print it and sign by hand. Your letterhead, logo and contractor block are on it. Or:
  5. Route signers. Enter signer 1 (name and email) and, if you want, signer 2. They sign in the order you enter.
  6. Send signing link (Premium, 3 free to try). The signer gets an email that says "Your company sent you a contract to sign" (the company name printed on the contract), with the contract's name, a link and the words "Powered by JTF Software Solutions". They open the link, read the document, type their name, tick I agree to use electronic records and signatures and select Sign document; no login is needed. The page links the electronic signature disclosure in the Terms of Service (it opens in a new tab), and the signer cannot sign without the tick. We keep the tick, and the version of the disclosure they were shown, with the signature in the Audit trail. The page they see carries your company's details. Until a link has actually been sent, the signer's row says Not sent yet, not "Awaiting signature".
  7. The page keeps an Audit trail of what happened.

A resend of a link you already made does not use another free send. A send that was refused uses none.

If the email does not go out

The page does not claim "sent" when delivery failed. It says so, the signer's row reads Not delivered, and the page shows the signing link one time. Copy it and send it to the signer yourself, or select Replace & re-send signing link. A send whose email did not go out does not use one of your 3 free sends; it counts once, when an email is accepted. The counter ("2 of 3 free e-signatures left") only goes down for an email that went out.

Signing emails go out through the same mail settings as the sign-up, password-reset and team invitation emails. When the site has those settings, the email is sent and the page says so. When it does not (a development copy), the email is kept in the development mailbox instead, and a production site without them refuses to start rather than pretend. Signing links also need the site's public web address, which the link is built from.

Voiding a document

To cancel a document, select Request void and give a reason. Nothing is voided until someone approves it.

Limits

  • E-sign: 3 free sends for the life of the workspace, then Premium.
  • Everything else on this page (making and printing contracts) is unlimited by itself; your quote and document limits in Usage and limits still apply.

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