DOCUMENTS

Every document a client asks for, ready to send.

EVO TrustGuard is security company document management software, built into the place guard, EP, and patrol companies run their work: upload your COI, W-9 and licenses once, email them to a client or lead in a few taps, and keep a record of every send.

Get started

Part of TrustGuard Business, $199 a month.

How it works

Upload once. Send from a client or lead. Keep the record.

Four steps, from the first upload to the record of what went out.

Upload your company documents once.

Open Profile & Settings as the owner and fill the four named slots: COI, W-9, License & Permits and Workers Comp. Anything else, a bond or a capabilities statement, goes in with Add Document under its own name. Put an expiry date on anything that expires: the badge turns amber 30 days out and red once past, and Replace swaps in the renewal.

Pick what to send from the client or lead.

On a client, or on a lead you are still working, open the Documents tab. Add Document keeps a file that belongs to that one account, such as a COI naming the client as certificate holder; it can only be sent from there. Tap Send Documents and tick the files, each with its expiry badge, up to 20 in one send.

The Send Documents sheet: the client's own certificate with an expiry badge, vault documents with the COI and W-9 ticked, a proposal under Additional documents, and the recipients below

Choose who gets it and send.

The client or lead contact is filled in when an email is on file. Tick your saved off-platform contacts or a client's other contacts, type any other address, or untick the client and send only to their broker or insurer, up to 50 recipients. The recipient gets a normal email from your company name, no login needed, and replies go to whoever sent it.

The Send Documents sheet's recipients: the client contact ticked, a typed email address, the client's other contacts with one ticked, and off-platform contacts with one ticked

Check what went out, and who sent it.

Sent Documents on that tab lists each document with the date, time, and the name and role of the team member who sent it, plus View to open the file. Emailed quotes land in the same list, and on a client so do post orders; the sends show in Client History under the Documents filter too.

A client's Documents tab: a client document with an expiry badge, a Send Documents button, and sent entries for a COI, a W-9 and a post order, each with the date, time and who sent it

Document vault

Every document, every send, one place.

Stop digging through email, folders and shared drives every time a client asks for your COI. Upload once and send from the client or lead that asked.

Upload once, send as often as you need.

Drop in your COI, W-9, license, workers comp certificate or bond as a PDF or image. Files are stored privately, and a photo has its camera and location details removed before it is stored.

Send to a client or a lead in a few taps.

Tick the files and the people, then tap Send; the subject and greeting are already filled in. Files normally arrive as real attachments when the attached total is 10 MB or less; anything that does not fit goes as a 30-day download link, with its end date stated in the email.

Every send recorded, with who sent it.

Which document, when, and which team member sent it, on the client or lead and in your Activity log. Useful for audits, and for remembering you already sent the W-9 last month.

Send more than licenses and insurance.

A proposal, a contract addendum, a service report: upload it to the vault or to the one client or lead it belongs to, and send it the same way. A contract the client e-signs files itself under that client's Sent Documents.

Where the documents go next, and what it costs.

FAQ

Questions, answered

What kinds of files can I keep in the vault?

PDFs and images (PNG, JPG, WEBP). There are four named slots (COI, W-9, License & Permits, Workers Comp) and you can add as many other named documents as you need. Any of them can carry an expiry date, set when you upload it.

How do the documents arrive, and is there a size limit?

As a normal email from your company name, with the files normally attached when the attached total is 10 MB or less. Anything that does not fit comes as a download link that works for 30 days, and the email states the date it stops working. Replies go to the team member who sent it.

What happens when my COI is about to expire?

If you entered its expiration date when you uploaded it, the badge turns amber 30 days out and red once the date has passed, everywhere the document appears. TrustGuard does not send a reminder, and it will not stop you sending an expired document to a client. When the renewal arrives, tap Replace and upload the new certificate with its new date.

Can my managers and reps send documents?

Managers can. Reps can while Can manage clients is on for them (it is on for a new rep; the owner can switch it off on the Team Members page). The owner uploads company documents from Profile & Settings; managers and permitted reps add documents on client and lead pages. Only the owner and managers can delete a document, and uploads, deletes and sends are written to the Activity log with the person who did them.

Which plan includes the document vault?

TrustGuard Business, $199 a month. The free Marketplace account does not include the vault or document sending; a Marketplace company sees an upgrade prompt on a lead's Documents tab.