SwiftReporter

Managing Contacts and Contracts on an Inspection

Use this guide when you need to attach people to an inspection, convert legacy client details into a contact, or send a contract for signing.

Before you begin

  • Open the inspection you want to update.
  • Add the correct customer, agent, seller, or other contact roles before you send a contract.
  • Make sure each signer has a valid email address.

Add or update contacts

  1. Open the inspection.
  2. Go to the Contacts area.
  3. Add a contact, edit an existing contact, or assign the right contact role for that inspection.

Use contact roles carefully because SwiftReporter uses them to decide who can receive contracts and other job-related actions.

Convert legacy client details into a contact

If the inspection still uses older client fields instead of a contact record:

On the web app, SwiftReporter does not interrupt you with a Client Phone Invalid alert when you open an inspection just because the linked legacy client has a phone number that needs correcting. When you are ready to convert that client into a contact, use Convert or Convert to Contact in the Contacts area.

  1. Open the inspection.
  2. In the Contacts area, use Convert or Convert to Contact.
  3. If SwiftReporter shows Fix client phone to continue, review the Current value shown in the modal.
  4. Choose the correct Country.
  5. Update the Phone field until SwiftReporter accepts it.
  6. Click Save and continue.

SwiftReporter saves the corrected phone format to the new contact record before it completes the conversion.

Send a contract

  1. Open the inspection.
  2. In the Contracts card, click Send contract.
  3. Choose a Contract template.
  4. Review the Recipients list.
  5. Select the contacts who should sign.
  6. If SwiftReporter shows a missing required recipient or a missing email, fix the contacts first.
  7. Click Send contract.

Manage existing contracts

In Contracts history, each contract can show actions such as:

  • View to open the current contract
  • Resend to send a fresh signing email to one recipient
  • Edit & resend to start a new contract with updated recipients while keeping the earlier contract in history

Use Resend when the contract itself is still correct and only the signing email needs to be sent again.

Use Edit & resend when the signer list or recipient setup needs to change.

What happens next

  • SwiftReporter tracks contract progress in the inspection.
  • Contract status can move through stages such as sent, in progress, completed, or declined.
  • Once signing is complete, the signed result stays attached to the inspection history.

Troubleshooting

  • If you cannot send the contract, check that the inspection has the required contacts and that those contacts have email addresses.
  • If the Recipients list is empty, add contacts to the inspection first.
  • If the client phone cannot be converted, keep editing the phone until SwiftReporter accepts a valid phone format.
  • If you need to change who signs after a contract was already sent, use Edit & resend instead of expecting the old contract to update in place.

Related