Certified Copies

Certified Copies in the sidebar holds every certified copy of title your office has prepared. Each one is a single form, the VTR-34, filled from the customer’s papers and your business details. Opening one shows the form, its documents and what the checklist still flags.

The certified copies list

• Search box: matches the copy number, the VIN and the client’s name.
• Status chips (All, Pending, In Progress, Completed, Rejected): show only the copies in that status. Each carries a count, and more than one can be on at once.
• List / board switch: the two icons left of New Certified Copy.
• Column settings: the icon at the right end of the table header. Choose which columns you see and in what order.

The board shows one column per status. Drag a card to another column to change its status. Add certified copy under a column starts a new one.

What the chips and columns mean

On screen	What it means
Pending	Created, nothing filed yet. Amber.
In Progress	Filed and waiting. Blue.
Completed	Done. Green.
Rejected	Sent back. Red. Open it to see why and fix it.
Copy	The copy’s number.
Client	The customer the copy is for. “N/A” with a ? means no client is attached yet.
Vehicle	Year, make and model from the VTR-34, with the last four of the VIN underneath. “N/A” means those fields are empty.
Recipient	Who the copy will be given or mailed to, as written on the VTR-34. TitleAI fills in your business.
Age	Whole days since the copy was created.
aging past 14 days	The line under the heading. How many copies are older than 14 days.
Speech bubble and clipboard	On the right of a row: how many notes and how many open tasks the copy has.

Create a certified copy

The wizard has two steps: Upload Documents and Review & Finish. Nothing is created until you press Submit.

1. On the Certified Copies list, press New Certified Copy at the top right. The wizard opens on Upload Documents.

2. Drop the customer’s documents onto the box, or click it to browse. It takes PDF, JPG and PNG. The ? next to the title lists what to bring.

   

   

   No scanner? Scan the QR code with your phone and photograph the papers there. They arrive on this screen.

3. Press Continue and TitleAI reads the documents. With nothing uploaded the button reads Enter manually and you fill the form yourself. Cancel leaves the wizard; what you started stays in Drafts.

4. On Review & Finish, check the VTR-34 against the papers. Its one tab, VTR-34, is at the top left. The boxes in the Application Checklist at the top are already ticked, and the date is today.

   

   Recipient Information is already filled with your business’s name, address, email and phone. Vehicle Information is often empty: type the VIN, year, make, body style and model.

   

5. The Review Checklist opens on its own and lists what is missing or wrong. Go to field takes you to each one, and Re-check runs it again once you have fixed something.

   

6. Press Submit. There is only one tab, so the button reads Submit from the start; it stays off until the form is valid. The certified copy opens once it is created.

   

The three icons at the top right of Review & Finish are the Review checklist, Add supporting document and Show uploaded documents, the papers the form was read from.

Where the recipient and the price come from

The recipient is your business profile in Settings, under Profile. The price billed on each certified copy is in Settings, under Unit Pricing.

On the phone

New certified copy is the blue button in the bottom right corner. Upload Documents has Tap to upload a file and Scan with camera instead of the drop box and QR code, and Back instead of Cancel.

Look up one customer’s certified copy

1. Type into the search box. The copy number, the VIN or the client’s name all work. If a status chip is on, turn on All first so the search covers everything.

2. Click the row to open the certified copy.

The certified copy screen

Opening a copy shows its form on the left tab, a preview in the middle, and its tools across the top.

Control	What it does
VTR-34 tab	The copy’s form. Edit a field and it saves on its own a moment later, once the form is valid.
Record tab	The finished record PDF, once it has been generated. It is made again after you change the form.
Status pill	Shows Pending, In Progress, Completed or Rejected. Click it to change the status.
File-plus icon	Add supporting document: attach another file. See Documents.
Speech bubble	Notes & tasks for this copy.
Clipboard	Review checklist. The red badge counts problems.
File icon	Show uploaded documents: the papers the form was read from.
Chevron	Shows the client, vehicle and copy details, and the quick links.
Print and download	On the rail at the right of the form, with the zoom controls.

Change the status

Click the status pill and pick the new status.

Check the form against the papers

Click the file icon to open the uploaded documents next to the form. Each uploaded document has its own tab. Click the clipboard for the checklist; it works as it does in the wizard.

Caution

The checklist is AI-generated. It can miss things or flag issues that aren’t there, so check against the documents before filing.

Go to the client or the invoice

Click the chevron at the right of the header. Quick Links has View Client Profile and View Invoice.

On the phone

The list has no board view. On a copy, tap the status under the title to change it. Documents and Checklist open as sheets, and More holds Notes & Tasks, View Invoice, Share PDF and View Client Profile.