Job Documents & Exports
Every file attached to a job collects in one tab, and the account behind it becomes the documents you issue: a proforma before arrival, a final account after departure.
FOR SERVICE PROVIDERS
DA exports are created by the Admin, CEO, Manager and Finance roles. Buyers receive the documents you email them. Appending supporting PDFs into one document is part of Pro.
Key takeaways
A DA export turns the job's disbursement account into a document you can send, such as a PDA or an FDA.
Five standard types cover the job. Rename any of them to make a Custom document with your own title.
Only billable charges can appear on a document. Internal costs and margins never do.
Totals can be shown in the job currency and up to two others, with the exchange rates printed if you want.
Every file in one place
Anything either side attaches to a job collects in its Documents tab, filtered by All, DA Items, or Chat.
Account attachments stay tied to the service and the numbered item they support, so an invoice is traceable to the charge it justifies rather than sitting in a general pile. Chat attachments are listed with who sent them and when. Both can be opened or downloaded.
Any file type is welcome, though only PDFs can be appended into a document.
What a DA export is
A DA export is how a job's disbursement account becomes a document you can send. You choose the document type, such as a PDA, FDA or invoice, and which charges go on it. PortzApp then generates it as a PDF from the account as it stands at that moment.
Because every export is built from the same account, your documents always match the charges on the job. A job can have as many exports as it needs, for example a PDA at the start and an FDA at the end. Each one is listed under DA Exports on the job, with its status and whether it was emailed.
Which document to export
Type
PDA, Proforma disbursement account
When to use it
The estimate, before or early in the job.
Type
DA, Disbursement account
When to use it
A snapshot of the account while the job is running.
Type
FDA, Final disbursement account
When to use it
The settlement document, once the work is done.
Type
PI, Proforma invoice
When to use it
An invoice-style estimate, for clients who need one before paying.
Type
FI, Final invoice
When to use it
The invoice to be paid.
Type
Custom
When to use it
Any of the above under your own title, for clients who call it something else.
What goes on a document
You decide which billable charges each document includes, so a PDA can cover the estimate while a later FDA covers everything delivered.
Around the charges, the document carries what your client needs to process it: your company's details and theirs, the port and dates of the call, the vessel, and your payment terms and notes.
Naming your own document
Not every client asks for a PDA or an FDA. A document can carry your own title instead, such as a statement of account or a cost estimate, and becomes a Custom document. It is built from the same account in the same way. Only the name on it changes.
Showing more than one currency
A document is priced in the job currency and can also show its totals in up to two other currencies, for clients who pay or report in their own. Each one uses your organization's exchange rate for that pair, and the rates can be printed so the client sees how each total was reached.
Appending supporting documents
On Pro, a document can carry the paperwork behind it. Add the PDFs attached to account items, such as vendor invoices and receipts, along with PDFs shared in the job chat, in the order you choose. The client receives one file with the account and every document supporting it.
Your branding, set once
Documents carry your company logo, an uploaded logo, the PortzApp logo, or none, in the style and layout you choose. Save your defaults once in settings, with your payment terms, and every new export starts from them. A single document can still differ when a job needs it.
Sending and checking
Documents can be emailed to your client straight from PortzApp, and each one's email status is tracked so you know it was delivered. A draft can be downloaded first to check. It has no document number and is marked DRAFT.
Export statuses
A document takes a moment to generate after it is exported.
Status
Pending
What it means
Waiting to be generated.
Status
Processing
What it means
Being generated now.
Status
Completed
What it means
Ready to view, download or send.
Status
Failed
What it means
Generation did not finish. Export it again, and contact support if it keeps failing.
Documents from a quote
Submitting a quote creates a draft PDA from it automatically. The provider checks it and publishes it, and the buyer can then open it with the quote.
Step by step
Create and send job documents
Walk through creating a DA export, from choosing the document type to emailing it to your client.
Common issues
I cannot create DA exports
Creating DA exports needs the Admin, CEO, Manager or Finance role.
No charges are available for the document
The account has no billable items, or on a job from a quote, none are published yet.
A currency has no rate
Your organization has no exchange rate for that pair. Set one in your currency settings, or leave that currency off.
Supporting PDFs cannot be appended
Appending is part of Pro, and only PDFs can be appended.
FAQ
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