---
title: "Booking documents"
description: "The PDFs saved against a rental, such as the invoice and your rental agreement or handover act, and how to send one to the customer for an electronic signature."
canonical_url: "https://requiply.com/docs/en/guides/bookings/payments-and-documents/documents"
---
# Booking documents

> The PDFs saved against a rental, such as the invoice and your rental agreement or handover act, and how to send one to the customer for an electronic signature.

Every booking has a **Documents** card at the bottom of its detail page. It holds the PDFs you have generated for that booking — the invoice and any [custom export template](https://requiply.com/docs/en/guides/automations/export-templates) — and, when a signing provider is connected, tracks each one through electronic signing.

**This is how you export a booking to PDF, or print or download a rental contract, agreement, or act for it.** Open the booking, export it using one of your templates, and the finished PDF is saved here ready to print, email, or send for signature. The wording of each document comes from [Custom export templates](https://requiply.com/docs/en/guides/automations/export-templates); this page is where the generated files live.

Before this existed, exporting a booking produced a download and nothing else: the agreement lived in someone's Downloads folder. Saved documents belong to the booking instead, so anyone on the team can pull the exact file that was handed to the client.

## Saving a document to a booking

Documents are created from the same **Export** dialog you already use — from the per-row action button on [Manage bookings](https://requiply.com/docs/en/guides/bookings/manage), or from the booking detail page.

The dialog lists **PDF Invoice** first, then every custom export template, and offers two actions:

<table>
<thead>
  <tr>
    <th>
      Button
    </th>
    
    <th>
      What it does
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Quick Download
      </strong>
    </td>
    
    <td>
      Generates the PDF and downloads it immediately. Nothing is stored — the previous behavior of this dialog.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Save
      </strong>
    </td>
    
    <td>
      Generates the PDF, stores it on the booking, and takes you to the booking's detail page with the new row highlighted in its <strong>
        Documents
      </strong>
      
       card.
    </td>
  </tr>
</tbody>
</table>

Saved documents are named after what produced them and the booking number — `Invoice #1042`, `Rental agreement #1042`. Organizations working in Ukrainian get the localized invoice name (`Рахунок-фактура #1042`).

<note>

**Save** re-generates the document from live booking data, exactly like **Quick Download**. Saving twice produces two rows — useful when a booking changed and you want both the original and the corrected version, but worth tidying up afterwards.

</note>

## The Documents card

Each row shows a PDF icon, the document name, and when it was created together with its file size. Rows carry these actions on the right:

<table>
<thead>
  <tr>
    <th>
      Action
    </th>
    
    <th>
      Shown when
    </th>
    
    <th>
      What it does
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Signing chip
      </strong>
    </td>
    
    <td>
      The document has been sent for signing
    </td>
    
    <td>
      Shows the provider mark and the current status. Clicking it opens the document in the provider's cabinet in a new tab; hovering shows the provider's own status text and, when several accounts are connected, the account the document was sent from.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Send for signing
      </strong>
    </td>
    
    <td>
      A <a href="https://requiply.com/docs/en/guides/settings/integrations/signing">
        signing provider
      </a>
      
       is active <strong>
        and
      </strong>
      
       the document has no signing in flight or completed
    </td>
    
    <td>
      One button per active provider, marked with its logo. Opens the send dialog.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Download
      </strong>
    </td>
    
    <td>
      Always
    </td>
    
    <td>
      Downloads the stored PDF through a temporary signed link.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Delete
      </strong>
    </td>
    
    <td>
      Always
    </td>
    
    <td>
      Removes the document after confirmation.
    </td>
  </tr>
</tbody>
</table>

![Booking Documents card with one saved PDF, showing the send-for-signing, download, and delete actions](https://requiply.com/docs/assets/booking/documents/documents-card.png)

The row above carries a saved export template — its name ends with the booking number, and the generation date and file size sit underneath.

A **refresh** button in the card header appears once any document has been sent for signing; it re-checks pending statuses with the provider. Statuses are also refreshed automatically whenever the card loads.

When there are no documents yet, the card reads *"No documents saved yet"*.

## Sending a document for signing

Requires an active provider under [Settings → Integrations → Document signing](https://requiply.com/docs/en/guides/settings/integrations/signing). Click the provider's button on the document row and fill in the dialog:

<table>
<thead>
  <tr>
    <th>
      Field
    </th>
    
    <th>
      Notes
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Send from
      </strong>
    </td>
    
    <td>
      Shown only when the provider has more than one connected account. Preselected with the default account; pick another to send the document from that company's account.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Client code (EDRPOU / RNOKPP (IPN))
      </strong>
    </td>
    
    <td>
      The counterparty's registration code — 8 digits (EDRPOU) or 10 digits (RNOKPP / IPN). Digits only, required, and validated before the button becomes active. Prefilled from the client's <strong>
        ЄДРПОУ / РНОКПП (ІПН)
      </strong>
      
       <a href="https://requiply.com/docs/en/guides/settings/fields/entity-fields#system-fields">
        system field
      </a>
      
       when that field is configured on the Client level and filled in for this client.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Recipient email
      </strong>
    </td>
    
    <td>
      Prefilled with the booking client's email. Required and validated as an email address.
    </td>
  </tr>
</tbody>
</table>

![Send for signing dialog naming the provider and document, with the client code and recipient email fields](https://requiply.com/docs/assets/booking/documents/send-for-signing.png)

**Send** uploads the PDF to the provider and creates the signing record. Your organization signs first in the provider's cabinet, after which the document moves to the counterparty.

### Signing statuses

<table>
<thead>
  <tr>
    <th>
      Chip
    </th>
    
    <th>
      Meaning
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <strong>
        Sent
      </strong>
    </td>
    
    <td>
      Uploaded; the provider has not reported a signing state yet.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Awaiting your signature
      </strong>
    </td>
    
    <td>
      Waiting for your organization to sign in the provider's cabinet.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Awaiting client
      </strong>
    </td>
    
    <td>
      Your side is done; the client has not signed yet.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Signed
      </strong>
    </td>
    
    <td>
      Fully signed.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Rejected
      </strong>
    </td>
    
    <td>
      The counterparty declined it.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Error
      </strong>
    </td>
    
    <td>
      The provider reported a failure.
    </td>
  </tr>
</tbody>
</table>

![Documents card after sending — the row shows an Awaiting your signature chip and a refresh button appears in the header](https://requiply.com/docs/assets/booking/documents/signing-status.png)

Because your organization signs first, a freshly sent document sits at **Awaiting your signature** until someone signs it in the provider's cabinet.

A document can have only **one** signing in flight per provider. The send button disappears once a document is sent or signed, and reappears only if the signing ended in **Rejected** or **Error** — so a declined agreement can be corrected and sent again, and the earlier attempt stays in the history.

## Deleting a document

**Delete** asks for confirmation: *"Are you sure you want to delete "{name}"? This cannot be undone."*

If the document was sent for signing, the dialog adds a second line — *"The document was sent for signing. Deleting it here does not remove it from the signing service."* Cancel the document in the provider's cabinet as well when it should not be signed.

## Where documents are stored

Saved PDFs live in a **private storage bucket** scoped to your organization, and are linked to the booking they were generated from. They are never publicly addressable: **Download** issues a short-lived signed link each time. Deleting a booking removes its documents with it.

## Bundles on invoices and documents

When a booking contains a [bundle](https://requiply.com/docs/en/guides/inventory/bundles), every generated document shows the bundle discount on its own line, so the item lines add up to the booking total. No template has to be changed.

**Invoice.** Under **Subtotal**, each bundle gets a row such as **Bundle discount: Podcast duo kit (10%):** with its negative amount, before the client discount and the booking cost adjustment.

<figure>

![The lower part of the invoice PDF for booking 28: the Audio Equipment table with Rode NT1 48.00, Rode Procaster 90.00, Rode PSA1 48.00, XLR (5m) 18.00 and Behringer UMC404HD 36.00, then the summary Subtotal 240.00 USD, a highlighted row Bundle discount: Podcast duo kit (10%): -19.20 USD, Rental total 220.80 USD, Security deposit 44.16 USD and Total 264.96 USD](https://requiply.com/docs/assets/booking/documents/bundle-discount-invoice.png)<figcaption>

The invoice names the bundle and its discount instead of folding it into a generic price adjustment.

</figcaption>
</figure>

**Documents from export templates.** The `{{bookingItems}}` table ends with one row per bundle: *Podcast duo kit: bundle discount 10%*, the set's contents in small grey text, and the negative amount in the **Total** column. See [Bundles in the items table](https://requiply.com/docs/en/guides/automations/export-templates#bundles-in-the-items-table).

<figure>

![An Equipment Handover Act for booking 28 made from an export template. The items table lists Rode NT1, Rode Procaster, Rode PSA1, XLR (5m) and Behringer UMC404HD with quantity, price and total, and a highlighted last row: Podcast duo kit: bundle discount 10%, Includes: 2 × Rode Procaster, 2 × Rode PSA1, 2 × XLR (5m), 1 × Behringer UMC404HD, with -$19.20 in the Total column](https://requiply.com/docs/assets/booking/documents/bundle-row-document.png)<figcaption>

A handover act generated from an existing template: the bundle row is added on its own.

</figcaption>
</figure>

## How this connects to the rest of Requiply

<table>
<thead>
  <tr>
    <th>
      Feature
    </th>
    
    <th>
      Relationship
    </th>
  </tr>
</thead>

<tbody>
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/bookings/manage">
        <strong>
          Manage bookings
        </strong>
      </a>
    </td>
    
    <td>
      The <strong>
        Export
      </strong>
      
       dialog on every row is where documents are created.
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/automations/export-templates">
        <strong>
          Custom export templates
        </strong>
      </a>
    </td>
    
    <td>
      Templates define what can be generated and saved.
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/settings/integrations/signing">
        <strong>
          Document signing
        </strong>
      </a>
    </td>
    
    <td>
      Provides the provider connection that turns a saved PDF into a signable document.
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/automations/message-templates">
        <strong>
          Message templates
        </strong>
      </a>
    </td>
    
    <td>
      Telegram templates can attach the invoice or a rendered export template to an automated message — generated at send time rather than taken from this card.
    </td>
  </tr>
  
  <tr>
    <td>
      <strong>
        Invoices
      </strong>
    </td>
    
    <td>
      The invoice PDF is one of the documents that can be saved and signed here.
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/inventory/bundles">
        <strong>
          Bundles
        </strong>
      </a>
    </td>
    
    <td>
      Each booked bundle adds a <strong>
        Bundle discount
      </strong>
      
       row to the invoice and a discount row to the <code>
        {{bookingItems}}
      </code>
      
       table of export templates, see <a href="#bundles-on-invoices-and-documents">
        Bundles on invoices and documents
      </a>
      
      .
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/bookings/sell-items">
        <strong>
          Sell items on a booking
        </strong>
      </a>
    </td>
    
    <td>
      Goods sold on the booking are printed on the invoice in a <strong>
        Sold items
      </strong>
      
       block, with <strong>
        Returned
      </strong>
      
       for goods that came back. Custom export templates can print them with <code>
        {{bookingSaleItems}}
      </code>
      
       and <code>
        {{bookingSaleTotal}}
      </code>
      
      .
    </td>
  </tr>
  
  <tr>
    <td>
      <a href="https://requiply.com/docs/en/guides/bookings/changing/cost-adjustment">
        <strong>
          Booking cost adjustment
        </strong>
      </a>
    </td>
    
    <td>
      When a booking has an adjustment, the invoice explains it in a summary row: <em>
        Chargeable period adjustment (reason): −0.5 days
      </em>
      
       for periods, <em>
        Booking cost adjustment (−10%) (reason): −$14.69
      </em>
      
       for a percentage or flat amount. Custom export templates can print it with <code>
        {{bookingAdjustment}}
      </code>
      
      , <code>
        {{bookingAdjustmentReason}}
      </code>
      
      , and <code>
        {{bookingAdjustmentAmount}}
      </code>
      
      .
    </td>
  </tr>
</tbody>
</table>

## Common scenarios

### Handing over gear with a signed act

Export the handover act with **Save**, send it for signing from the Documents card, sign it on your side, and let the client sign from their side. The chip on the booking tells whoever is at the counter whether the paperwork is done.

### Keeping the exact invoice a client received

Use **Save** rather than **Quick Download** when you email an invoice. Later price or date changes will not alter what is stored, so there is always a record of the document as it was sent.

## Tips and cautions

<note>

**Tip:** The refresh button only queries documents that are still in progress. Statuses that are already **Signed**, **Rejected**, or **Error** are final and are not re-checked.

</note>

<warning>

**Heads up:** Deleting a document here removes the stored PDF permanently and does not withdraw anything from the signing provider.

</warning>


## Sitemap

See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.