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Overview

You are at a customer’s place, and they ask to see your color palette or a financing brochure. You dig through your phone, and the file sits buried between personal photos and other apps. PDF Library gives your whole team one place to store every PDF you use for sales and service. Upload your brochures, warranty documents, and supplier catalogs once, then find and reuse them in Zuper. Pull a saved file into a proposal layout or a job document. You can also open it on the Zuper mobile app while standing in front of a customer. PDF Library stores PDF files only, so the library stays easy to search. You manage PDF Library from the web app. Once your files sit in the library, use them to build proposal layouts and job documents. You can also open them on the Zuper mobile app.

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Access PDF Library

  1. Select Settings (gear icon) at the top of the screen.
  2. Under Miscellaneous, select PDF Library.
The PDF Library page opens, showing every folder and file your team has added, along with the total item count.

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Upload a PDF

Upload a PDF to the top level of your library, or open a folder first to file it there directly.
  1. From the PDF Library page, select Upload PDF.
  2. Choose a PDF file from your device, then select Open.
  3. Review the file name and size, then select Add to Library.
The size limit for uploads is 20 MB per file.PDF Library does not allow two files with the same name in one location. Rename the file on your device, or rename the existing file in Zuper, then try again.

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Create a folder

Group related PDFs into folders, for example, every document for one supplier or one campaign.
  1. From the PDF Library page, select New Folder.
  2. Enter a name for the folder.
Folder names must be unique, just like file names. To add a file inside a folder, open the folder first, then select Upload PDF.

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Manage your files and folders

The PDF Library page lists every folder and file with its name, size, creation date, and creator. Folders do not show a size.

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Rename a file or folder

  1. Select the Actions icon (⋯) next to the file or folder.
  2. Select Rename.
  3. Enter the new name, then confirm.

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Download a file

  1. Select the Actions icon (⋯) next to the file.
  2. Select Download.
Folders do not support download, since they are not a single file.

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Delete a file or folder

  1. Select the Actions icon (⋯) next to the file or folder.
  2. Select Delete.
To delete several files at once, select the checkbox next to each file, or select Select All. Then select Delete from the bar at the bottom of the page.

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Search your library

Enter a name, or part of a name, in the Search field at the top of the page. Zuper returns every matching file and folder. If a match sits inside a folder, Zuper also returns that folder in your results. Open the folder to find the file inside.

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Add a PDF from your library to a proposal or job document

Once a PDF is in your library, pull it into any proposal layout or job document you build in Zuper. There is no need to upload it again each time.
  1. Go to Settings, then Quotes & Invoices, then Proposal Layouts.
  2. Open the layout you want to edit, then select Add Page and choose Upload PDF.
  3. Select Choose PDF Files, then select PDF Library.
  4. Open a folder if needed, then select the file you want. Zuper shows a preview.
  5. Select Proceed to add the file to your layout.
A PDF you add from your library becomes a single page in your proposal layout. An uploaded PDF works the same way. Page-level acknowledgment still works, so your customer can acknowledge the page before signing.For the full range of proposal layout options, see Proposal Layouts.
  1. Go to Settings, then Modules, then Jobs, then Document Templates.
  2. Open the template you want to edit, then select Add Page and choose Upload PDF.
  3. Select Choose PDF Files, then select PDF Library.
  4. Open a folder if needed, then select the file you want, then select Proceed.
Zuper converts each page of the PDF into a separate, editable page in your template. An uploaded PDF works the same way. You can then add signature blocks, input fields, and dynamic variables to any page.For the full range of template options, see Job document engine.
You do not have to update the master template to add a one-off document. Add a PDF straight to a specific job document or proposal layout instead.
  1. Open the job or proposal.
  2. Select Documents or Layouts, then open the job document or proposal layout you want to edit.
  3. Select Add Page, then choose Upload PDF.
  4. Select Choose PDF Files, then select PDF Library, then select the file you want.
This works whether you are editing a job document or a proposal layout, at the job or proposal level respectively.

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PDF Library on mobile

You are at a customer’s place, and they want to see a brochure or a color palette. Open PDF Library in the Zuper mobile app and show them right there.Use PDF Library on mobile to view and share any file your team has already saved. You can also add a saved file as a new page to a job document or a proposal.The mobile app does not support creating folders or uploading new files. See the sections above for the full management experience.
  1. From the home screen, select More.
  2. Select PDF Library.
  3. Select a file, or select a folder, then select a file inside it. Zuper opens a PDF preview so you and your customer can review it together.
  4. To share the file, select Share, then choose an app such as WhatsApp.
PDF Library on mobile is for viewing and sharing only. You cannot upload, rename, or delete files here. Manage your library from the web app instead.
Add a saved PDF as a new page in a job document or a proposal, right from your phone.
  1. Open the job or proposal.
  2. Open the job document or proposal layout you want to edit.
  3. Click the + icon.
  4. Click Select from PDF library.
  5. Select a file, or select Folders, then open a folder and select a file inside it.
  6. Confirm your selection to add the file as a new page.
If PDF Library is not enabled for your account, you see only Upload from device. Contact your administrator to enable PDF Library.
A multi-page PDF is reduced to one page in a proposal layout. In a job document, each page becomes a separate, editable page. This matches how PDF Library behaves on the web app.

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FAQs

PDF Library accepts PDF files only. Upload any other file type outside Zuper.
The file size limit is 20 MB per file.
No. PDF Library does not allow duplicate file names in the same location. Rename the file, then upload it again.
PDF Library sits inside Settings, so only users with Settings access can upload or delete files and folders. Anyone who builds proposals or job documents can select a file from the library while working on those documents.
Yes. You can view, share, and add files to job documents and proposal layouts. Upload, rename, and delete are only available from the web app. See PDF Library on mobile for more information.
No. Upload, rename, and delete are only available from the web app. Use the mobile app to view, share, and add existing files to documents.
No. Create and manage folders from the web app. The mobile app only lets you open folders to find a file.
You see only the Upload from device option when you add a new page. Contact your administrator to enable PDF Library for your account.
Yes. A page you add from PDF Library works the same way as an uploaded PDF page, so you can edit it the same way.
Check that the file was uploaded from the web app, and that it sits in the folder you expect. Ask a teammate with Settings access to confirm the file exists.If the issue continues, contact Support.