Documents and exports

This guide covers the tools that keep you tidy and inspection-ready: the Documents tracker for renewal dates, Exports for getting your completed jobs out as a file, and Invoices for billing your customers through Xero. In the menu, Documents is under Compliance, Exports under Settings, and Invoices under Reports.

The documents tracker

The Documents page keeps your renewal dates in one place, so nothing lapses without warning. You can record documents against:

• Vehicles - MOT, insurance and the like.
• Drivers - licences and tickets.
• Sites - a receiving site's permit or registration.
• Your company - your waste carrier registration and other records.

For each document you can add a type, a reference number, an issue date, an expiry date and notes. The page groups them by what they belong to, so a vehicle's or a site's dates are easy to find.

Expiry status and reminders

Each document shows a clear status: in date, expiring soon, or expired. You can filter the list to show just the ones that need attention, and the page highlights the next record to check.

On the Pro plan and above, Consigns also reminds you before a document expires, so a renewal does not creep up on you. You can record documents on any plan; the automatic reminders are the part that needs Pro.

Checking the EA register

For your waste carrier registration and permits, you can use Check EA register. Consigns looks your details up against the Environment Agency's public register and shows what it finds, such as the holder's name and the register entry. This is a quick way to confirm a registration is current and matches your records.

Exporting your jobs

The Exports page gives you your completed jobs as a file for billing and record-keeping. Pick a date range and a format, then download it.

• Standard CSV has one row per completed job, ready for checks or your own billing.
• Xero uses Xero's sales-invoice headings and leaves the prices for your finance team to add.

Purchase order references are included in the file, so finance has what they need. Exports are available on the plans that include them, shown on the Billing and plans page.

Exporting data is limited to owners and admins. Drivers and receiving site users cannot download exports.

Invoicing your customers through Xero

If your business runs on Xero, you can raise an invoice for a job without leaving Consigns. Connect Xero once under Settings → Integrations. After that, the new-job form offers an invoicing question: choose yes, enter the price, and Consigns drafts a sales invoice in your Xero. It arrives as a draft, so your finance team checks and sends it from Xero as normal.

The Invoices page, under Reports in the menu, lists every invoice raised this way, with a link straight to each one in Xero. Not on Xero? The invoicing CSV export above does the same job for any other system.

Related help

• Destinations and receiving sites - where a site's documents and limits live.
• Team management - who can see and download what.
• Billing and plans - which plans include reminders and exports.