Your client may ask you to upload documents such as an ID, an insurance certificate, a license or a signed form. This article explains where to upload them, what each status means and how to replace a document that has expired, so your onboarding and invoices keep moving.
TABLE OF CONTENTS
- Requested documents and files
- Upload a requested document
- Check that your document was received
- What each status means
- Replace an expired or expiring document
- Expiry reminders
- If you don't have a requested document
- Background checks and identity verification
- Who to contact
- Related articles
- Support/Resources
Requested documents and files
There are two places to upload documents in Worksuite:
- Requested Documents are the documents your client asks for. Find them in Documents → Requested Documents, or in a stage of your onboarding. Your client needs these.
- Files are optional extras you want your client to see. Add them in Documents → Files with Upload file.
Your client reviews and accepts your documents, not Worksuite. After you upload a document or a renewed version, send your client a note from Messages so they know to check it.
Your client's workspace may use different names for some menus, for example Workflows instead of Onboarding.Upload a requested document
- Go to Documents → Requested Documents.
- Find the document that shows Not Uploaded, and click Upload in its Uploaded column.
- Under Upload document, choose your file. PDF, Word and image files (such as JPG or PNG) all work.
- Enter the Issue date and Expiry date if the document has them. The expiry date must be later than the issue date.
- Click Add document.
The document then shows the date you uploaded it, its status and its expiry date.
If your client asked for the document in an onboarding stage, you can upload it there instead with Upload documents.
Check that your document was received
Go to Documents → Requested Documents. Each document shows its Status, the date it was Uploaded and its expiry date. If your document is listed there with an upload date, your client can see it. You don't need to contact Worksuite Support to confirm it arrived.
To find out whether your client has accepted it, check the status or message your client.
What each status means
| Status | What it means | What to do |
|---|---|---|
| Not Uploaded | You haven't uploaded it yet. | Upload the document. |
| Uploaded | You uploaded it, and your client doesn't need to review it. | Nothing. |
| Unverified | You uploaded it, and it's waiting for your client to review it. Your onboarding can stay below 100% until they do. | Nothing. Message your client if it stays this way. |
| Verified | Your client accepted it. | Nothing. |
| Invalid | Your client rejected it and left a reason. | Read the reason and upload a corrected document. |
| Expired | The expiry date has passed. | Upload a renewed document. |
| Obsolete | You may see this on a document in an onboarding stage. A newer version replaced it, or it was deleted. | Nothing, if the newer version is in your list. |
Some clients need certain documents, such as a statement of work, accepted before you can submit invoices. If you can't invoice, look for any document that's still Not Uploaded or Unverified.
Replace an expired or expiring document
When a document is already uploaded, it has no Upload option. Delete the old file first, then upload the replacement.
Important: Deleting can't be undone, and the document counts as missing until you upload the replacement. Have the replacement file ready before you start.- Go to Documents → Requested Documents.
- Find the document, open its three-dot menu and click Delete.
- Click Delete again to confirm.
- The document shows Not Uploaded again. Click Upload and add the replacement file with its dates.
- Message your client to tell them you uploaded an updated version.
If the onboarding stage that asked for the document is still open, you can also go to Onboarding → Onboarding, click Update on that workflow, and upload the updated version in the stage.
If you can't upload in either place, upload the updated document in Documents → Files with Upload file, then message your client.
Expiry reminders
When a document has an expiry date, Worksuite sends you a reminder before it expires and a notice when it has expired. Upload the renewed document when you have it. If you're not sure whether you need a renewed one, or whether details such as the certificate holder have changed, ask your client.
If you don't have a requested document
Your client decides which documents they accept, which are optional and whether you can send one later. Message your client if:
- You aren't incorporated and don't have a business license or tax registration number.
- Your passport is being renewed, or you want to use a different ID, such as a driving license.
- You're not sure whether you need a local business license.
If a form needs a handwritten signature, print it, sign and date it, then scan or photograph it and upload it.
Background checks and identity verification
- Background check: if your client uses one, open the screening stage in your onboarding and click Start screening. If you don't have a screening stage, your client hasn't asked for one yet. Message your client.
- Identity verification: see How to Verify Your Identity with Veriff.
Who to contact
- Your client: which documents you need, whether your upload was accepted, and alternatives to a document.
- Worksuite Support: an upload that fails, or a document you can't delete.
Related articles
- Uploading Files and Photos: Size Limits, Formats and Upload Errors: file limits and upload errors.
- My Onboarding Still Shows as Incomplete: when your onboarding doesn't reach 100%.
- Sending a Message in Worksuite: how to message your client.
Support/Resources
Still have questions about your requested documents? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.
For questions about your work, projects or rates, message your client from Messages in Worksuite.