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Project documents in the vault

Files plans, specifications, addenda, contracts, photos and correspondence for one takeoff in the existing document vault, including a newer drawing revision that leaves measurements on the sheet they were measured on.

Use project documents when a takeoff needs the drawings, specifications, addenda, contracts, photos and correspondence for that job kept together.

Before you start

Availability: Takeoff, Business and Enterprise plans. Enabled business features, role permissions, connected providers and supported devices may add requirements.

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

Where to find it: Takeoffs > Project documents.

Open the takeoff that belongs to the job, quote or bid. Decide the folder and tags before uploading, and keep the revision label the drawing set actually uses.

Using this guide in New Zealand

  • Choose your business country when creating a new account. For an existing business, check the country in Business settings before entering addresses or preparing documents. Some country changes are unavailable for existing businesses, even when new accounts can sign up in that country. Changing the public website region does not change your business settings.
  • Check the business currency (NZD), 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.
  • Check the drawing units, calibrate against a known dimension and confirm the ledger unit before applying a material rate. An address or website country does not convert a drawing, assembly quantity or supplier rate. For volume, use consistent area and depth units before checking the cubic quantity.

Step by step

  1. Open Takeoffs and choose Documents on the project, or open the takeoff and choose File > Project documents.
  2. Choose a folder such as Plans, Specs, Addenda, Contracts, Photos, Correspondence or Other, add tags, then drop in one or more files. A phone can use the same file button to pick photos.
  3. Search by the file name, a tag, the folder or words already in a PDF. Preview a PDF or image, or download one file or a zip of the current set.
  4. To issue a new drawing, open the current file, choose Supersede, and enter the revision label and date. The previous file stays available and is marked superseded. Measurements stay on the revision they were measured on, and the takeoff says when a newer revision is in the vault.
  5. Create a view-only share link with an expiry of 7, 14, 30 or 90 days, and revoke it when it should stop working. The activity list records uploads, views, downloads and shares.

Worked example

File the ground-floor plan, then the specification and a later addendum. When revision B arrives, supersede the current plan with that label and date. The measured sheet stays revision A, and the takeoff notes that B is now current.

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

Check the result

Reopen the project and check the current file, the superseded copy, and that the takeoff still names the sheet the measurements were made on. Open a share link before and after its expiry, and again after it is revoked.

Limits and troubleshooting

Text search reads words already in the PDF. It does not read a scanned drawing. A share link is view-only and stops at its expiry or when revoked. Plan entitlements for the vault are unchanged until a pricing review says otherwise.

Open the complete takeoff walkthrough with volume, formula, assembly and overlay examples

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