How to Upload Deal Documents by QR in LeadLocate

Show the code on your screen, let any phone camera scan it, and the photos are in the deal jacket before the phone goes back in a pocket.

1. Open the deal jacket

   From the main menu choose Desking and open the deal, or expand the lead card under Leads, Contacts or Calendar. The Deal Jacket: section lists the files already on the record.

2. Show the QR code

   Click Upload with phone camera. A QR code opens in a window on your screen with a note that it expires in sixty seconds. Turn the screen toward whoever holds the phone, the customer or yourself.

3. Scan it with any phone

   Point the phone camera at the code and tap the link it shows. A private upload page opens in the phone browser with a lock badge and a note that it is single use. The window on your screen closes on its own the moment the phone connects.

4. Take or pick the photos

   On the phone, photograph the front and back of the document, crop if needed, add more pages or pick files already on the phone, and upload. A receipt page confirms the upload and then expires, so the link cannot be reused.

5. Check the files on the record

   The Deal Jacket: list refreshes on its own and shows the new files. Click one to preview it, rotate the page that was shot sideways, and rename it from the phone file name to something the finance office will recognize.

6. Mark the documents done

   When the deal has everything it needs, use Mark documents complete on the Road to Sale checklist so the rest of the store can see the paperwork step is finished.

You need a lead, contact, appointment or deal open in LeadLocate CRM on a desktop screen, and any phone with a camera. The phone does not need the LeadLocate app, a login or anything installed; the customer's own phone works, which is the point. Any user who can open the record can start the upload, and there is nothing to turn on.

Know which flow you want. The generic QR upload described here puts any document into the Deal Jacket: on the record. Two specialized scanners on the same panel do more with specific documents: Scan ID and insurance cards reads a driver license and insurance card into the customer record, and the Trade Info scanner reads registration, title and payoff documents into the trade. Use those when the document is one of that kind, and the generic upload for everything else. The deal jacket and QR intake page describes all three.

On your screen, the QR window closes by itself when the phone connects, and a few seconds after the phone uploads, the Deal Jacket: list shows the new files marked as new, without a page refresh. Each row has preview, rename, rotate and delete. The preview opens in a lightbox with zoom for images and a framed viewer for PDFs. The record timeline shows a deal jacket upload event with a paperclip, so anyone reading the lead later knows when the document arrived and how.

On the phone, the upload page shows a lock badge, a plain note that the link is single use and that documents are processed automatically, and the terms and privacy links. After the upload, a receipt confirms the files, then the page expires. A second phone that scans the same code gets a not found page. The files are stored privately under your store's account and preview only through the CRM after it checks that the file belongs to your company.

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The code expired before the phone scanned it. The code is good for sixty seconds until a phone opens it. Click Upload with phone camera again for a fresh code and scan it right away.

The phone shows a not found page. Another phone already claimed the code, or the upload window on that phone ran out. Generate a new code from the record; each code serves one phone for one session.

The files are on the record but the wrong one. Every card of that customer shares the same jacket, so check that you opened the right lead. If a file landed in the wrong customer's jacket, delete it there; deleted files go to the trash bin under Deal Jacket Files with restore, so nothing is lost if the delete was the mistake.

The customer has no phone in hand. Use Upload document from computer on the same panel, or drag the file onto it, and it lands in the jacket the same way.

Documents the customer owes from home do not need a QR code at all. Send the customer deal page and the customer uploads each item from the phone camera into the named slots under 5. Deal Jacket Documents on their page, where you approve or reject each one from the deal. For a license or an insurance card, use the scanner instead, covered on how to scan a driver license. For a title, registration or payoff letter, use the trade scanner, covered on how to capture a trade in.

The store wide document library, with folders and secure sharing, is on the file library page. The Help Center lists every task in order, and the LeadLocate CRM page shows where the deal jacket sits in the platform.

Hand the customer their own phone, not yours. A customer who photographs their own license into your system never has a copy of it on your personal camera roll, which is the habit this feature exists to end. Rename the file the moment it lands, while you remember what it is; a finance manager opening the jacket at delivery should see the document name, not a string of numbers from a phone. Shoot the back of every card, because the barcode on the back is what the identity scanner reads. And show the code before the test drive, when the customer is standing at your desk anyway, so the paperwork step is already done when the customer decides to buy.

Does the customer need an app to scan the QR code?

No. Any phone camera opens the link. A private single use upload page opens in the phone browser, the customer takes or picks photos, crops if needed, and uploads. Nothing is installed.

How long is the QR code good for?

Sixty seconds until a phone opens it. Then that phone has a limited window to shoot, crop and upload, and a second scan from another phone is refused.

Can the customer see the deal jacket?

No. The deal jacket is private to your team. Documents you want from the customer are requested through the slots on their deal page, and those uploads are reviewed and approved on the deal.

What happens if someone deletes a file by mistake?

It goes to the trash bin under Deal Jacket Files with a restore action, and the record timeline still shows the original upload event.

The deal jacket and QR intake are part of every LeadLocate CRM plan, month to month. Show a code, scan it with any phone, and the file is on the customer.

Prefer to talk right now? Call or text 844-376-2274.