WRAPTORHelp & Docs
The Wraptor handbook

Documents & E-Signatures — signed before the knife comes out

Send waivers, care instructions, and work authorizations to customers and get them signed electronically — no printer, no scanning, no "I'll sign it at pickup." Every signature produces a locked PDF with the exact text the customer read, their drawn signature, and an audit trail.

Setting up templates

Settings → Documents (under Production) → Document Templates. Two buttons start you off:

  • Add starter templates drops in five real shop documents: Install Authorization & Work Approval, Liability Waiver & Release, Vinyl Removal Waiver, Care Instructions & Warranty, and Completion & Delivery Acceptance. It adds by name and never overwrites what you already have, so pressing it twice is safe — you get "Starter templates already added".
  • New template opens an empty one: a name, which customers see as the document title (120 characters), and the body — plain text, up to 50,000 characters. Numbered sections read best on a phone.

Above the body sits a row of merge tokens: {{shopName}}, {{shopAddress}}, {{shopPhone}}, {{shopEmail}}, {{customerName}}, {{vehicleYear}}, {{vehicleMake}}, {{vehicleModel}}, {{vehicle}}, {{jobNumber}} and {{date}}. Click one to drop it at the cursor. Wraptor fills them in from the shop, customer, vehicle and job at the moment you send, so the customer reads their own vehicle and their own job number instead of placeholders. A token with no data behind it stays visible as {{vehicleMake}} rather than blanking out — that is deliberate, so you spot the gap before you send.

Each row carries an edit (pencil) icon and an archive icon. Archived templates keep an Archived chip and can be restored; archiving hides a template from the send picker without deleting it. There is no delete.

Editing or archiving a template never changes documents you've already sent: each send snapshots the text at that moment, because the legal record is what the customer actually saw.

The same settings section also holds Warranty certificate terms — see Warranty. Quote terms used to live here; they moved to Money → Quote Settings → Quote defaults.

Sending a document

Open the job → Details tab → Documents & e-signatures → Send document. The composer asks for three things:

  1. A template from Pick a template…, or Write a one-off document and type a title and body for this job only. If the shop has no templates yet the composer says so: "No templates yet — create them in Settings → Documents, or write a one-off."
  2. Customer email (gets the signing link) — prefilled from the job's customer, and editable.
  3. Either Send for signature, which emails them the link, or Create link only, so you can paste it into a text or hand them a tablet at drop-off.

Each row then tracks the document:

  • Awaiting signature — "Sent to {email} · viewed N×", or "Not sent yet — copy the link or email it".
  • Signed — "Signed by {name} · {date}".
  • Voided.

The row buttons appear as they apply: copy the signing link and open the signing page on any row that isn't voided, download the signed PDF once there is one, re-send the email only while the document is awaiting signature and already has an address on the row, and void only while it is awaiting signature. Voiding kills the link — anyone who opens it gets "This signing link isn't available."

If the email fails, Wraptor says so instead of claiming success: "Document created, but the email failed." The document still exists, the row stays un-sent, and you can re-send it or copy the link.

What the customer does

The link opens a light, shop-branded signing page — your logo when you've uploaded one, your shop name, its city and state, then the eyebrow Document for signature and the document itself. Below it:

  • Your full legal name
  • Sign here — a box they draw in with a finger, mouse or stylus, with Clear to start over
  • the checkbox "I have read and agree to this document, and I intend my electronic signature to be legally binding."
  • Sign document

The name, the signature and the checkbox are all required: the button stays off until a name is typed, the box is ticked, and there is ink in the pad. It takes about a minute on a phone. When the job has a tracking link, the page also carries ← Back to your job.

The email they get is subject-lined "{Your shop} sent you a document to sign — {title}" and leads with a Review & sign button, on the same branded shell as your quotes and proofs.

Pending documents also show on the customer's tracking page as an action card: Review & sign: {title}, "Takes about a minute", chip Action needed. Once signed, that becomes a quiet row — "{title} — signed {date}" with View / PDF.

What you get back

  • A bell notification and email the moment they sign, both headed {name} signed "{title}" and naming the job, with an Open the job → button on the email. The email goes to your shop email address, or to the first user on the account if the shop has none.
  • A signed PDF filed in the job's Files: a letterhead with your shop name, address, phone and email (your logo too when it loads — the PDF falls back to text if it doesn't), the job it belongs to, the document text, the drawn signature, signer name, timestamp, and an audit block — reference ID, IP address, device, and the line "Electronically signed via Wraptor (wraptor.app)." The customer downloads the same PDF from their signing page, and it stays there afterwards. The signature image itself is kept with the job but deliberately stays out of the Files list — it lives inside the PDF, which is the record you hand anyone.
  • Immutability: a document can only be signed once, and signed documents can't be edited or voided — that's the point.
  • A document.signed webhook event, if your shop has webhooks set up — see API & webhooks.

Settings & permissions

  • Sending a document needs the Jobs permission. Manager, Designer, Production and Installer all hold it by default.
  • Creating, editing and archiving templates needs the Settings permission, which by default only Manager holds. Anyone with Jobs can still pick from the templates that exist.
  • Documents and e-signatures are open on every plan and during the 7-day free trial, and so is the email. See Plans.
  • Settings → Communications → Customer messages → Jobs → Document to sign ("When you ask a customer to sign a document") carries an Always chip: the email is part of pressing Send, so there is no switch. Settings → Communications → Team notifications → What your team gets → Document signed is Always too. The sign request shows in the Activity timeline with its real delivery state; the alert to you is a shop-side message, so switch Activity from Customer to All to see it. See Messages.
  • Signing needs room in your storage allowance. If the shop is full, the customer is stopped with "The shop's storage is full — contact them directly" instead of signing.

Tips & common pitfalls

  • Fill the vehicle and your shop details before you send. Tokens merge at send time and only from data that exists, so a job with no vehicle sends a starter document that still reads {{vehicle}}, and a blank address in Shop Settings leaves {{shopAddress}} in the wording. Fix those first — the snapshot is taken when you press Send, and editing the template afterwards does not change a document already out.
  • Your own opens count. A proof skips the count when a signed-in member of your shop opens it; the signing page makes no such check, so clicking the open-in-new-tab icon adds to "viewed N×". The count stops once the document is signed.
  • No address on the row means no send button. If you created a link without an email, you can't add one to that row afterwards. Copy the link and share it, or create the document again with the address filled in.
  • The pad needs a pointer. Signing takes a finger, mouse or stylus; there is no type-to-sign fallback. A customer who can't draw is better served on a phone or tablet.
  • Void, don't rewrite. A pending document with the wrong wording gets voided and sent again — there is no way to edit one that is already out.
  • Archive instead of overwriting. If your wording changes materially, archive the old template and add a new one. Documents already sent keep their own snapshot either way, but the picker stays honest about what you use today.

Why bother

  • Check-in disputes end when the customer signed the pre-existing-damage clause before work started — on their own phone, with a timestamp.
  • The signed PDF lives on the job, beside the quote, the photos and the inspection, so the whole record is in one place when someone asks for it.
  • Jobs — the Details tab is where documents are sent and tracked.
  • Files — where the signed PDF and the signature image are filed.
  • Track — the customer's tracking page carries pending documents as an action card.
  • Inspections — the sibling signature surface for drop-off and pickup condition reports.
  • Warranty — the other half of Settings → Documents.
  • Messages — the Document to sign and Document signed rows, and the Activity timeline.
  • Settings — where Document Templates live.
  • Team — where the Jobs and Settings permissions are granted.
  • API & webhooks — the document.signed event.