Sharing
Send a teammate a link that opens the exact record, share a photo or drawing from your phone, and send invoices, bills, quotations and POs to clients and vendors.
There are three kinds of sharing in Zaptiz, and they go to different people:
| What you share | Who can open it | Where |
|---|---|---|
| A link to a page or record | Colleagues signed in to your company and on that project | Share in the top bar, or Share on a record |
| A file — photo, drawing, document | Anyone you send it to | Share on the file |
| A document — tax invoice, RA bill, quotation, purchase order | The client or vendor | Send on the document |
📷 Screenshot spot — a phone showing the Send dialog for a tax invoice on the "This device" tab, with the pay-online link ticked
Save as static/img/screenshots/start-sharing.png and replace this box with 
Share the page you are on
- Click Share in the top bar.
- On a phone, your phone's own share sheet opens — pick WhatsApp, Mail, Teams or any other app. On a laptop without a share sheet, a small Share box opens instead with the link, Copy, WhatsApp and Email.
The link is titled with the project and page name, so the person receiving it knows what it is before they tap.
Share one record
Most records have their own Share button in their detail panel — snags, inspections and NCRs, DPRs, safety events, material requests, purchase orders, goods receipts, change orders, RA bills, tax invoices, payments, subcontract orders, contracts, quotations, BOQs, rate analyses, leads, clients and vendors.
The link opens the page with that record already open, not the list it lives in. If the person is signed out, they sign in and land on the record.
Every page in Zaptiz is behind a sign-in. A link only works for someone with an account in your company whose role can open that page — and, for project records, who is on that project's team. Anyone else is turned away. To send something to a client, a vendor or a subcontractor, share the file or use Send instead.
Share a file
Files on the Drawings, Documents and Photos tabs have a Share button that sends the file itself, so it reaches people without an account.
- Click Share on the file.
- On a phone, the file is fetched and the share sheet opens with it attached. Pick the app.
- If the phone asks for a second tap, the button changes to Tap to share — tap it once more.
Where the file cannot be handed over — a laptop without a share sheet, or a file over 40 MB — the Share box opens with a link and Download instead.
Photos are stored exactly as they were uploaded. If the phone that took a photo recorded its GPS location, that location is inside the file and travels with it when you share it. If a site's location is confidential, turn off location tagging in the phone's camera before taking site photos.
Send a document to a client or vendor
Tax invoices, RA bills (once submitted), quotations and purchase orders (once out of draft) have a Send button. It opens a dialog addressed to the party on the document, with up to five tabs:
| Tab | What it does |
|---|---|
| This device | Sends from your own phone or mail account. Add an optional Note, check the preview, then Share…, WhatsApp, Email or Copy text. Needs no setup. Nothing is recorded in Zaptiz. |
| Sends from the company's email connection. Fill To, Cc and an optional Message, then Send email. | |
| Sends from the company's WhatsApp Business number — a message with the document details, or an approved template — with Send on WhatsApp. | |
| Pay link | Tax invoices only. Creates a pay-online link for the outstanding balance on your own Stripe or Razorpay account. |
| Zoho Books | Tax invoices and purchase orders. Exports the document to your Zoho Books organisation. |
For a tax invoice with a pay link, Include the pay-online link adds it to the message. On a phone, the dialog opens on This device.
Recent activity at the bottom lists what was sent from the Email, WhatsApp, Pay link and Zoho tabs, with the result. Sends from This device are not listed, because they leave from your own phone.
Who can send: a tax invoice needs the Accountant's role, an RA bill the QS's or Project Manager's, a quotation the Project Manager's, and a purchase order the Procurement Manager's — or a Company Admin for any of them.
If the Email or WhatsApp tab says it is not set up, your Company Admin has to connect it under Integrations. This device always works in the meantime.
Related
- Integrations — connect email, WhatsApp, payment gateways and Zoho Books.
- Tax invoices — raising and issuing the invoice you send.
- Documents and photos — where the shareable files live.