Documents & Templates
Rebased Firm lets you prepare branded documents for your clients — financial reports, engagement letters, and other business documents — and send them for review or signature, all from one place. Documents are rendered as native pages in your firm’s branding, and a client admin can approve and sign in-app when a signature is required.
You can also build reusable templates so the documents you issue regularly start from a consistent base, client after client.
Where to find it
| Place | What it’s for |
|---|---|
| Docs (firm sidebar) | Build and manage your firm’s reusable document templates |
| A client’s Documents tab | Start a new document for that client, file it into a folder, and track documents you’ve already sent |
| Preview (from the builder) | See exactly what the client will see before you send |
| The client’s Documents page | Where the client reviews and signs what you’ve sent, and uploads their own documents back to you |
Organising documents: folders
Every client has a per-client folder tree that holds both the documents you prepare for them and the documents they upload back to you — the same tree for both, organised however suits that client (think of it like a shared Google Drive for the engagement). Folders nest as deep as you need, and you manage them from the client’s Documents tab.
- All documents shows everything for the client.
- Unfiled shows documents that haven’t been put in a folder yet.
- Create, rename, move, and delete folders from the folder rail on the left.
- When you start a new document from inside a folder, it’s filed there automatically. You can also move any existing document or upload into a folder at any time.
- Deleting a folder doesn’t delete the documents inside it — they just move back to Unfiled.
Document templates (Docs tab)
The Docs tab is your firm’s library of reusable document templates. A template captures the structure and default settings for a document — but no client figures — so it’s a fast starting point each time you prepare one for a client.
Templates are generic and title-based: you compose any kind of document from the same set of building blocks and give it an editable title. There’s no rigid “document type” classification — you simply name the document whatever fits (Financial Report 2025, Engagement Letter, BAS Q1, etc.), and use folders to keep client documents organised.
Creating a template
- Open the Docs tab and click New template
- Give the template a name and a default pack title
- Add the blocks that make up the document (see below)
- Set the default Signing option — View only or Signature required — and, if a signature is required, the declaration and number of signatures
- Optionally set shared period defaults (only relevant for documents that include a Profit & Loss statement)
- Click Save template
You can edit or delete a template at any time from the Docs list. Deleting a template does not affect documents you’ve already sent to clients.
Building a document
Start a new document from a client’s Documents tab:
- Click New document (if you’re inside a folder, the document will be filed there)
- Pick a template from the picker, or choose Blank document to start from scratch
- The builder opens pre-filled with the template’s blocks and defaults
In the builder you compose the document from blocks, set the period (for financial statements), choose a contact to send it to, and choose how to send it.
Contact
A document is addressed to a specific contact — one of the active admins of the client business. You pick the contact in the builder before sending. Only that contact can see and sign the document on the client side, so sensitive documents stay between you and the right person. (You can save a draft without choosing a contact yet; the contact is required to Send.)
Blocks
Every document is an ordered list of blocks. You can add, reorder, duplicate, and delete them as you build.
| Block | What it adds |
|---|---|
| Statement | A live financial statement — Profit & Loss, Balance Sheet, or Trial Balance — pulled from the client’s books |
| Text | A titled section of body text (a cover letter, notes, a clause, a disclaimer) |
| Heading | A section divider |
Statement blocks share one period for the whole document: set the period start/end (used by the Profit & Loss), the balances “as at” date (used by the Balance Sheet and Trial Balance), and the reporting basis once, and every statement block uses them. Documents without a Profit & Loss statement don’t need a period.
Signing and sending
When you’re ready, you choose whether the document needs a signature, then either save a draft or send it:
| Option | What happens |
|---|---|
| Signing: View only + Save draft | Saved to the firm only — not visible to the client. You can come back and edit it |
| Signing: View only + Send | Shared with the client to review and download. No signature required |
| Signing: Signature required + Send | Shared with the client and requires an admin to approve and sign |
You can Save draft and come back later, or Preview first (see below). When you click Send, a send window opens showing exactly what the contact will receive — a branded email with your firm’s logo, colours, and contact details, a pre-filled subject and message, and a button to view (or review & sign) the document. You can edit the subject and message before confirming. After sending, you land back on the client’s Documents tab so the new document is visible straight away.
Document lifecycle (draft, sent, signed)
Sent documents work like quotes and invoices — once sent, the content is locked, but you still have control over the workflow from the Documents tab:
| Status | What you can do |
|---|---|
| Draft | Edit the document |
| Sent (view only) or Awaiting approval (signature requested, not yet signed) | Resend the email to the contact, or Reopen it back to a draft to edit it again |
| Signed | Resend the signed copy to the contact. The content can’t be edited once signed |
Resend opens the same send window so you can preview and tweak the message before sending the document to the contact again — useful if they missed the first one. Reopen moves a sent document back to draft so you can change it; if it was awaiting signature, the open approval request is closed. A Signed document can’t be reopened — it’s a final, signed record.
Branding
The builder shows a short note confirming which firm brand will be applied (your firm name, with a link to manage it in Firm Settings) — there’s no image preview to get in the way while you’re composing.
Preview
Preview shows you the exact page your client will see — a clean, branded document on a white page, with the signature panel on the right if you’ve requested a signature. If the document is unsaved, Preview saves a draft first so what you see is what will be sent.
For documents sent for signature, the preview also shows who the request was sent to — the specific contact you chose.
Downloading a PDF
Every document has a Download PDF option (in the builder and in the viewer). The PDF is generated on demand from the document’s content and carries your firm’s branding — it’s a copy for your records or the client’s, not the thing that gets signed.
What your client sees
When you send a document, it’s filed in the folder you chose and addressed to the specific contact you selected. Only that person can see and open it on the client side — other admins on the business can’t. (You can still manage it from your firm portal; the restriction applies to the client view.) Opening it shows the same branded, standalone page you saw in preview — no other platform chrome, just the document.
Reviewing
The contact can read the document and download a PDF. The document’s status is shown at the top (for example Awaiting your approval).
Approving and signing
If you sent the document requiring a signature, the contact you addressed it to can sign it:
- Open the document from the Documents page
- Read the declaration in the panel on the right
- Tick the agreement checkbox
- Click Approve & sign
Signing records the contact’s name and email, the time, and a hash of the exact document they signed — so what was approved can’t drift later. The document is marked Signed once the required number of signatures is reached.
Only the active admin the document was sent to can sign. If the right person can’t sign, they need to be invited as an admin of that business first, and the document re-sent to them.
Uploading documents back to you
The client can also upload their own documents (source documents, bank statements, signed forms, etc.) straight into their folder tree from their Documents page. Uploads land in the folder the client is viewing and are stored in a private bucket — they’re only ever accessible via short-lived, secure download links, and only to the client and your firm.
You’ll see client uploads appear in the same folder tree on the client’s Documents tab, alongside the documents you’ve prepared, so everything for the engagement lives in one place.
Notifications
- When you send a document, the contact you addressed it to receives an email (branded with your firm, with a “Review & sign” or “View document” button linking to the document) and an in-app notification.
- Signature required → the in-app notification is an actionable request in the client’s Messages inbox, and the email asks them to review & sign.
- View only → an informational in-app notification + a “View document” email.
- When the document is signed, you (the advisor who sent it) receive a notification so you know it’s been approved.
Document statuses
| Status | Meaning |
|---|---|
| Draft | Saved to the firm only — not yet sent. Editable |
| Sent | Shared with the client to view/download (no signature) |
| Awaiting approval | Sent and waiting for the required signature(s) |
| Signed | The required signature(s) have been recorded |
Drafts can be edited and then sent. Once a document is sent, it can’t be edited — load it and start a new version if you need to change something.
What’s not built yet
- Live BAS and tax figures from the books aren’t available as blocks yet. You can create BAS or tax documents today using text blocks, and live-figure blocks are planned.
- Rich text formatting isn’t available in text blocks — they’re plain text, which keeps documents clean and consistent.
- Region-aware template seeding for new firms (a starter Engagement Letter and Financial Reporting Package) is planned but not yet available — new firms start with a blank Docs library.
Related pages
- Managing Your Portfolio — working with client businesses
- Messages & Notifications — where approval requests and signed confirmations appear
- Setting Up Your Firm — firm branding and settings
Last updated: June 28, 2026