Documents

The Documents module lets you create and track the documents connected to your business — contracts, invoices, delivery notes, letters, offers, and receipts. Documents are linked to your contracts and partners, keeping everything connected.

Document statuses

Status	Meaning
Draft	The document is still being prepared or reviewed.
Final	The document is complete and finalised.

Document types

Every document has a type: Contract, Invoice, Delivery, Letter, Offer, Receipt, or Other.

Viewing your documents

Go to Documents in the left sidebar. Use the toggle above the list to switch between Grid and List view — your choice is remembered the next time you visit the page. Use the search box to filter by name, document number, partner, type, or status.

Viewing and resizing the document preview

Open any document that has a file attached and its detail page shows your details on the left and a preview of the file on the right.

• Drag the thin vertical divider between the two panels to give either one more room — the panels can also be resized using the arrow keys once the divider has focus (Home and End jump straight to the narrowest and widest settings).
• The preview automatically zooms to fit whatever width you give it, so widening the preview panel makes the document bigger on its own — no separate zoom step needed.
• Use the magnifying-glass buttons above the preview to zoom in or out further from there, or the percentage button between them to reset back to the fitted size. On a small screen, the two panels stack instead and the divider isn't shown.
• Wherever you leave the divider is remembered the next time you open any document's detail page, instead of starting back at an even 50:50 split each time.

Uploading and auto-processing documents Pro

Every document starts from an uploaded file — SmoovOps reads it for you rather than asking you to fill in every field by hand.

1. Click New Document at the top of the Documents page.
2. Above the upload area, check or uncheck Automatically approve documents when extraction confidence is high to your liking — see Automatic approval for high-confidence documents below. Your choice is remembered for next time.
3. Drag and drop one or more files onto the upload area, or click Choose Files to browse. Any file type is accepted.
4. Each uploaded file creates a new document automatically. SmoovOps reads the file in the background — classifying its type, extracting the name, date, and document number, and, when it's confident enough, linking the matching contract and partner on its own.

While this is happening, each document shows one of the following statuses:

Status	Meaning
Pending	The file has been uploaded and is queued for processing.
Processing	SmoovOps is currently reading the file.
Processed	Processing finished with high confidence and, since automatic approval was switched on, the document was approved without needing your review — though you can still open it to double-check.
Needs Review	Processing finished, but either the confidence on one or more fields was lower, or automatic approval was switched off — take a moment to confirm or correct the fields before relying on the document.
Failed	Something went wrong reading the file. The error is shown next to the document; you'll need to re-upload it.

The Partners and Contracts pages have their own + From File(s) buttons that use this same processing — see Generating partners from files and Generating contracts from files if you're looking to create a partner or contract from an uploaded file rather than a plain document record.

Automatic approval for high-confidence documents Pro

By default, SmoovOps approves a document on its own once every extracted field — type, name, date, and document number — meets its confidence bar, so you only have to review the documents it's actually unsure about.

If you'd rather check every document yourself no matter how confident SmoovOps is, uncheck Automatically approve documents when extraction confidence is high above the upload area on the imported-files page. With it unchecked, every uploaded document ends up at Needs Review, even at the highest confidence, until you save it from the review screen yourself. Your choice is saved in your browser and applies the next time you upload — from the Documents page as well as the Partners and Contracts + From File(s) pages, since they all process files the same way.

Reviewing an auto-processed document Pro

Once a document reaches Processed or Needs Review, a Review action becomes available — both on the imported-files list and on the document's own detail page.

The review screen shows:

• The same fields as the regular document form, pre-filled with SmoovOps's best guess. Any field extracted with low confidence is flagged with a warning next to it.
• A suggested contract banner when SmoovOps found a likely match but wasn't confident enough to link it automatically — click Use this contract to accept the suggestion, or search for a different one yourself.
• A read-only panel of additional details found in the file (sender, amount, currency) that aren't stored on the document itself — useful context while you review, though creating a payment from these is a separate step.
• The original file alongside the form, fitted to its panel by default with zoom and scroll controls so you can check the extracted data against the source document.

Correct anything that needs it and click Save — this confirms the document has been reviewed.

Processing several documents in a row Pro

If you've uploaded a batch of files, you don't have to open and review them one at a time from the list. On the imported-files page, click Process all to jump straight into the oldest document that's ready for review. From there, a small toolbar at the top of the review screen lets you cycle through everything still pending:

• Save confirms the current document and automatically opens the next one that needs review.
• Previous / Next let you jump between pending documents manually, in either direction, without saving.
• A position indicator (e.g. "2 of 5 pending") shows how many documents are left.
• The trash icon deletes the document you're currently reviewing — see Removing unwanted documents below.

Once every document has been reviewed, you're returned to the imported-files list, which stays empty until new files are uploaded. Since uploading and reviewing can happen at different times — or even by different people on your team — this list always reflects what's actually still pending, not just what you personally uploaded in your current session.

Removing unwanted documents Pro

If you uploaded the wrong file, or a document never finished processing (or failed), you don't have to review it just to get it off the list.

To remove a single document while reviewing it: click the trash icon at the top of the review screen, next to Save/Previous/Next, then click Confirm? to finish. This is available even if it's the only document currently pending.

To remove everything at once: on the imported-files list, click Remove all next to Process all, then Confirm?. This clears every document still on the list — including ones stuck at Pending, Processing, or Failed, not just ones ready for review.

Either way, the uploaded file behind the document is deleted along with it — nothing is left behind in storage. Removing a document only affects that document record; it never deletes a partner or contract you've already created from a reviewed document.

Generating a document from a template

Instead of uploading a file, you can create a document straight from a template — SmoovOps merges your company details, a partner or contract, and (for offers and invoices) your product catalogue into a finished letter or invoice, ready to preview and save.

1. Go to Documents and click Generate.
2. Under Template, choose which template to use.
3. If the template's type is Letter, Offer, or Invoice, a Contract picker appears. Search for and select the contract this document is for:
   • Selecting a contract automatically fills in the recipient's name and address from that contract's partner, and removes the recipient fields from the form — you no longer need to type them by hand.
   • If you leave no contract selected, the recipient fields stay in the form for you to fill in manually.
4. For Offer and Invoice templates, a Line items section appears. Add a row for each product or service and choose the product and quantity. The Net, one Tax subtotal per rate used, and the Total update automatically as you add or change rows.
   • Each row's Unit price starts out as the product's price from your catalogue. Whether you can change it depends on your role and a setting an owner or admin controls — see Overriding line-item pricing below.
   • Each row's tax rate comes automatically from that product's own Tax Rate (see Tax Rates) — there's nothing to set by hand. If a product has no Tax Rate assigned, its line is treated as 0%.
   • If your lines use more than one tax rate, the generated document shows a separate subtotal for each — for example two lines at 7% and two at 19% produce Net, Tax (7%), Tax (19%), and Total rows.
5. Fill in the remaining fields declared by the template (these vary by template — an invoice, for example, asks for an invoice number and due date).
6. Optionally add free text in Additional text — this appears wherever the template places it (for a letter, between the salutation and the closing).
7. Click Generate. A live preview of the finished document appears on the right.
8. From the preview, you can:
   • Download PDF — opens the document in a new tab and triggers your browser's print dialog, so you can save it as a PDF or print it directly.
   • Save — stores the document in your Documents list, linked to the contract/partner you selected, so you can find it again later, open it, or send it (see Sending a document below).

Just like a document's own detail page (see Viewing and resizing the document preview above), drag the divider between the form and the preview to give either one more room — the preview automatically zooms to fit whatever width you leave it, so widening the panel makes the document bigger with no separate zoom step. This page remembers its own split independently of the detail page's.

Your company's name, logo, website, tax details, and full contact details — including contact name, email, phone, and country — come from your Company Profile and its Main address (see Managing your company profile).

Letter, Offer, and Invoice templates present themselves as coming from your business, so generating one is only possible once you've filled in at least the Legal name in your Company Profile — until then, the Generate page shows a notice linking you to Settings instead of the form. Other-type templates don't reference your company details at all and can always be generated, Company Profile or not.

Generating an Invoice from an Offer

Once you've saved an Offer, you can turn it into an Invoice without retyping anything.

1. Open the Offer's detail page.
2. Click Generate Invoice.
3. You'll land on the same Generate screen as above, but pre-filled: an Invoice template is selected automatically, the contract/partner carries over from the Offer, and the Offer's line items — including each line's own tax rate at the time the Offer was made — are copied in. If a product's Tax Rate has changed since, the copied line still uses the Offer's original rate, not the new one.
4. Fill in the fields the Invoice template needs (such as an invoice number and due date) and any other changes you want to make.
5. Click Generate, then Save — this creates a brand-new Invoice document; the original Offer is left untouched.

The new Invoice's detail page shows a Generated from Offer … note linking back to the Offer it came from.

Whether you can change the copied line items and their pricing depends on your role and a setting an owner or admin controls — see Overriding line-item pricing below. Once an Offer or Invoice has been generated and saved, its line items can no longer be changed at all — only the metadata fields available from Edit (see Editing a document).

Overriding line-item pricing

By default, when generating a document with line items, a regular team member can pick products and quantities freely, but a line's Unit price always matches the catalogue price, and — when generating an Invoice from an Offer — the copied line items are locked as they were on the Offer.

An account Owner or Admin can always change unit prices and edit copied line items, on any plan. To let every team member do the same, switch on Allow team members to override line-item pricing in Settings — see Invoice and offer pricing.

Managing document templates

Templates are managed on their own page, available to the account Owner or Admin, on every plan. Which templates you have depends on your plan:

• Free — a Termination Notice and a Contractual Notice template, both editable.
• Starter — the same two, plus editable Offer and Invoice templates.
• Pro — the same four, plus the ability to add as many templates of your own as you like.

1. Go to Documents and click Manage Templates.

2. Select an existing template to edit it. On the Pro plan, click New Template to add one of your own instead — on Free and Starter this button is replaced by a note that upgrading to Pro unlocks adding your own templates.

3. Fill in the template's Name and Document Type.

4. Write the template's layout using SmoovOps's restricted Pug-style syntax, split across three sections:

   • Content — required; the main body of the document.
   • Header — optional; repeated at the top of the document. Once you've entered a header, or switched on Show company logo (see below), choose its Header visibility: All pages, First page only, or Last page only.
   • Footer — optional; repeated at the bottom of the document, with its own Footer visibility choice (same three options).

   Leaving Header or Footer empty is fine — the document simply has none.

5. Optionally switch on Show company logo and choose a Logo position (Top left or Top right). This uses the logo from your Company Profile — nothing to upload here.

6. Add the form fields the template needs — each with a name, a label in English and German, a field type, and whether it's required.

7. Click Validate. This compiles whichever of Header, Content, and Footer you've filled in, checks them for errors, and shows a live preview using sample data (including your logo, if enabled); fix any errors shown and validate again.

8. Once validation succeeds, choose a Status — Draft keeps the template hidden from the Generate page; Published makes it available there — and click Save.

Save is only available once the current Header, Content, and Footer text has been successfully validated. Editing any of them after validating disables Save again until you re-validate — this guarantees a template can't be used unless it's actually been checked.

Resetting a plan-provided template to its original content

The Termination Notice, Contractual Notice, Offer, and Invoice templates start out with SmoovOps-provided default content. Editing and saving one of them creates your own copy — from then on, that template shows your changes, not the default. A Reset to original button appears next to Edit once you've customized one of these four; clicking it (with a confirmation step) discards your copy and reverts to the current default content.

Until you customize a given plan-provided template, it always reflects the current SmoovOps default — if that default's content is ever improved in a later update, you see the improvement automatically, with nothing to do on your side. Once you've customized it, your own version is what you and your team see, and stays that way until you either edit it again or click Reset to original. Custom templates you've added yourself (Pro plan) have no default to reset to, so they never show this button.

Appearance of the plan-provided templates

The Termination Notice, Contractual Notice, Offer, and Invoice templates are laid out for standard German business correspondence: the recipient's address sits at the position expected by a windowed envelope, your company logo (if you've uploaded one) appears in the top right, and a footer at the bottom of the page shows your managing director and Handelsregister details, up to two bank accounts, and your phone/email — whichever of these you've actually filled in under Company Profile, Addresses, and Bank Accounts. Anything you haven't filled in is left out entirely rather than shown blank. This layout only applies to these four SmoovOps-provided templates — a template you author yourself (Pro plan) uses whatever layout you write for it, including its own separate Show company logo setting (see step 5 above).

For the full syntax of that restricted Pug-style language — every tag, attribute, loop, and conditional it supports, with worked examples — see the Template Syntax Reference, also available as a standalone PDF.

Sending a document

Once a document is linked to a partner, a Send action becomes available on its detail page — for any document, whether it was generated or uploaded.

1. Open the document.
2. Click Send.

A "Sent on" badge and date appear on the document once sent, and you can send it again at any time — each send updates the date shown.

Editing a document

Open a document and click Edit to change any field, including its status.

Attaching, replacing, or removing a document's file

A document created without a file — for example, one added through Import (see below) or created without using the upload flow — has no file to view or download. Open such a document and you'll see an Attach a file prompt where the file preview would normally appear. Click Choose file and select the file from your device; it's uploaded and linked immediately, without triggering SmoovOps's automatic processing, so none of the document's existing fields change.

Once a document has a file, two more actions appear next to Open file:

• Replace file — pick a new file to swap in immediately; the previous file is deleted from storage once the new one is safely uploaded.
• Remove file — asks for confirmation, then deletes the file and returns the document to the "no file attached" state; the file is deleted from storage, not just unlinked.

Either action permanently deletes the previous file from storage — this can't be undone. If storage cleanup fails for some reason, the document still updates but a warning is shown so you know to check manually.

Import & Export Free

On all plans, including Free, you can bulk-import and bulk-export your documents list.

To import documents:

1. Click Import at the top of the Documents page.
2. Upload a CSV, Excel (.xlsx), or ODS file. The file must include a header row, with columns in this order: Name, ID, Document Type, Contract, Partner, Status, Creation Date, Net Amount, Tax Amount, Total Amount.
3. Review the preview and confirm the import.

If a row's Contract or Partner column matches the name of exactly one existing contract or partner, the imported document is linked to it automatically — the two are resolved independently, so a document can end up linked to one, both, or neither. A name that matches none of your records, or more than one, is left unlinked for that row, and a warning lists which rows need fixing by hand afterwards. The last three columns are optional and only meaningful for Offer/Invoice-type documents — leave them blank for anything else.

To export documents:

1. Click Export at the top of the Documents page.
2. Choose your preferred format: CSV, Excel, or ODS.
3. The file downloads to your device immediately.

The export also includes a few read-only columns beyond what import accepts: Sent Date; a Line Items summary listing each line's product, quantity, price, and tax rate; a Tax Breakdown summary of the tax subtotal per rate used (see Generating a document from a template above); and Generated From (the source Offer, for a generated Invoice — see Generating an Invoice from an Offer above). These are informational only; re-importing an exported file simply ignores them.