PDF forms, prestarts and checklists

Turns an existing PDF into a Team-and-above form, checklist or equipment prestart that workers can acknowledge or complete in a phone browser, with a tamper-evident archived record copy for each completion.

Use an existing PDF when the business needs workers to review or complete a familiar checklist, prestart or form on a phone browser.

Before you start

Availability: Team plan and above. Enabled business features, role permissions, connected providers and supported devices may add requirements.

Documented roles: Owner, Office, Team. A role name alone does not override the permissions set by your business.

Where to find it: Work > Compliance Hub > Checklists > Upload PDF prestart/checklist.

Upload the approved PDF and choose Acknowledge only or Fill, draw and type. Decide explicitly whether a signature is required for future completions.

Using this guide in Canada

  • Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
  • Check the business currency (CAD), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
  • Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.
  • Use forms, licence types and sign-off requirements approved for your country and the specific contract. Australian demonstration forms and SWMS terminology are examples, not certification that a document meets local law. Check the completed document and approval record before relying on it for site access.
The existing-PDF upload panel is set to Fill, draw and type for an example commercial handover form. No PDF has been completed here; upload an approved source and verify every page before locking a completed record.
Demo screenshot. The existing-PDF upload panel is set to Fill, draw and type for an example commercial handover form. No PDF has been completed here; upload an approved source and verify every page before locking a completed record. Select the image to view it at full size.

Step by step

  1. Open Compliance Hub at /safety. Under Checklists, choose Upload PDF prestart/checklist; for another form, open Custom forms and choose Upload PDF form. Name the template and choose Acknowledge only or Fill, draw and type.
  2. Let the template creator decide whether Require signature is checked. For equipment, open the equipment item > Prestarts, attach the PDF template, and use Edit PDF template when its name, future completion mode or signature setting needs to change.
  3. Open the PDF from the job or equipment prestart in a phone browser. Acknowledge only requires every page to be reviewed before acknowledgment; Fill, draw and type provides Ink, Text and Check tools for freehand marks, typed notes and checkmarks.
  4. Save a draft as needed, then choose Complete & lock. AllQuote preserves the original PDF and creates a separate tamper-evident archived PDF record copy for that completion, including its completion details and any supplied signature.

Worked example

For a plant prestart PDF, attach the template to the equipment. The worker reviews the pages, adds the required marks or text, saves a draft if necessary, and selects Complete & lock.

This is an illustrative scenario. Use your own approved scope, quantities, rates and business rules.

Check the result

Open the archived record copy and check completion details and any supplied signature. Confirm the original template remains separate from the completed record.

Limits and troubleshooting

A saved draft is not a locked completion. The archived copy is tamper-evident, not a claim of regulatory certification; template quality and the answers still need review.

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