PDF forms & profiles

If you spend any time filling PDFs, your agent can do it for you. Drop a PDF into your workspace, ask your agent to fill it from your saved profile, and you’re done. The agent matches the form’s fields to the profile’s keys (name, address, tax ID, license number — whatever you save) and writes a filled copy you can review.

This works for any kind of form: tax forms (W-9, W-4, 1099), NDAs and contractor agreements, insurance applications, claim forms, intake questionnaires, employment paperwork, expense reports, real-estate contracts — anything that arrives as a fillable PDF.

How it works

You save a profile — a small bundle of your standard info — once. After that, your agent reaches for it on every form.

A typical personal profile might look like this:

Field	Example
first_name, last_name	Maxson, Smith
full_name	Maxson Smith
email, phone	max@example.com, (305) 555-1234
address, city, state, zip	100 Main St, Miami, FL, 33101
dob	1990-01-15
ssn	123-45-6789

A freelancer or contractor might add business_name, ein, and tax_classification (Individual / LLC / S-Corp). A real-estate agent might add license_number, nrds_id, brokerage_name, and mls_id. You decide what to save based on the forms you actually fill.

You can save as many profiles as you want — different ones for different roles. Common patterns:

• default — your everyday personal info (name, address, contact)
• personal — sensitive data (SSN, DOB) used only when explicitly invoked
• business — your company / freelance entity (EIN, business address, title)
• agent — for real-estate, insurance, or any licensed professional role
• tenant_template, client_jane — recurring counterparties whose info you re-use

Quick start

1. First time? Your agent will offer to save a profile

The first time you ask your agent to fill a PDF, if you don’t have a profile saved yet, it’ll offer to save one. Say yes — it saves you from re-typing your name, address, email, and phone on every future form.

If you signed up under the real estate vertical, your day-1 onboarding already filled in license number, NRDS ID, brokerage info, and MLS IDs as a profile named agent. You can start filling forms immediately.

2. Save a profile manually (any time)

Two paths, both work:

Dashboard: Go to Profiles in the sidebar → New profile → enter a name like default and fill in the fields. The form starts you with name/contact/address/company; click Add field to add anything else (license #, EIN, SSN, MLS ID, etc.). When you save sensitive fields, they’re masked by default — click the eye icon to reveal.

Chat: Tell your agent something like “save my default profile — I’m Maxson Smith, max@example.com, (305) 555-1234, 100 Main St in Miami FL 33101.” It’ll save the profile through the same path the dashboard uses.

3. Drop a PDF and ask

Put the PDF in your workspace (drag it into the Workspace tab, or attach it in chat) and say:

Fill this W-9 with my business profile.

Or:

Fill this NDA — use my default profile for the signer side.

Your agent will:

1. Read the form to see what fields it has
2. Load the profile you named (or the default if you didn’t name one)
3. Match profile keys to form fields, even when the names differ wildly across vendors (FirstName, First Name, Applicant_First, Buyer1.First all match first_name)
4. Write a filled copy back to your workspace
5. Tell you what it filled, what it skipped, and what’s still required

You’ll get something like:

Filled 9 of 12 fields. The 3 remaining fields (signature, date, witness signature) need to be added manually — let me know if you want me to overlay typed initials and today’s date so you only need to sign.

4. Review and sign

Open the filled PDF, review every value, and sign it. Your agent does NOT auto-sign on your behalf — that’s deliberate, because typed-name overlays aren’t legally-binding e-signatures. For binding e-sig, route through DocuSign, Adobe Sign, HelloSign, Dotloop, or Authentisign. For wet-sig, print and sign as usual.

What forms work well

Form type	Works	Notes
Tax forms (W-9, W-4, 1099)	✅	Save personal/business profile once → fills every year.
NDAs and contractor agreements	✅	Counterparty fills their own block — your agent only fills your side.
Insurance applications and claim forms	✅	Field names vary widely state-to-state; the fuzzy matcher handles it.
HR / employment paperwork (I-9, direct deposit, offer letters)	✅	Save sensitive data (SSN, bank routing) under a scoped profile.
Intake forms and questionnaires (medical, legal, financial)	✅	Usually one-shot — no need to save a profile unless recurring.
Expense reports and reimbursement forms	✅	Pull from profile (employee info) + recent receipts.
Real-estate contracts (listing agreement, BBA, agency disclosure)	✅	Profile fields → agent + brokerage info. Property + commission entered separately.
Rental applications	✅	Agent fields auto-fill; tenant fields surface for you to provide.
Lease addenda	✅	Property + parties fill; agent’s contribution is usually limited.
Lead-paint disclosure (federal)	✅	Property + signature zones.
Settlement statements (HUD-1, CD)	Partial	Use “extract data from this settlement statement” — your agent reads the table data; doesn’t fill (these are output documents).
HOA disclosures	✅	State-specific.
Scanned PDFs (e-faxed)	OCR fallback	If text extraction comes back empty, your agent runs OCR. Slower (multi-second per page) but works.
Encrypted PDFs	❌	Re-export without encryption first.
PDFs over 50 MB	❌	Split into chunks first (your agent can do that).

Hard rules — read these

1. No auto-signing. Your agent will never apply a signature on your behalf without explicit per-action approval. The “apply text/image to zone” tools exist for prepare-for-signing workflows (typed dates, initials when you’ve explicitly authorized them), not for legal e-sig.

2. Profiles never leave your agent’s pod. They’re stored on the agent’s persistent volume with file-level permissions (0600). They’re not in our database, not in our backups beyond what’s necessary for the volume to survive pod restarts, and never sent to any third-party LLM provider.

3. Sensitive fields mask by default. SSNs, license numbers, NRDS IDs, EINs, bank account numbers, E&O policy numbers — all hidden in the dashboard editor unless you click the eye icon to reveal.

4. Output PDFs stay editable. Your agent fills the form, but doesn’t lock it. Reviewers can correct any field. If you need a flat (non-editable) PDF, use Print → Save as PDF in your viewer.

5. Sensitive data goes in scoped profiles, never the default. Save SSN, bank routing, and tax ID in a profile named personal or tax that you explicitly invoke (“fill this with my personal profile”) — not in default, which your agent might reach for unprompted.

Multiple profiles

Save as many as you need. Common combinations:

• default — name, address, email, phone (used on most forms)
• personal — default plus DOB and SSN (used only when invoked: “fill this with my personal profile”)
• business — your company / freelance entity (EIN, business address, tax classification)
• agent — for real-estate, insurance, or other licensed roles
• tenant_template — when you’re helping a tenant complete a rental application
• client_jane, investor_carlos — recurring clients whose info you re-use

Tell your agent which profile to use: “fill this rental application with the tenant_template profile.”

Updating a profile

Both paths work:

• Dashboard: Profiles → click the profile → edit fields → Save.
• Chat: “update my default profile — phone is now (305) 555-9999.”

When you update a profile, every future form filled with that profile picks up the new value automatically.

Phone number formatting

Phone fields get auto-normalized on save: 3055551234, 305.555.1234, +1 305 555 1234, and 1-305-555-1234 all become (305) 555-1234. Extensions are preserved (x123). International numbers (+44 …) pass through untouched. This means different forms requesting different phone formats all get a consistent, canonical input.

Troubleshooting

“My filled PDF only has half the fields populated.” Your agent shows you a skipped list when it fills. Fields can be skipped because (a) the form has no AcroForm field with that name, or (b) the profile has no matching key. Common causes:

• The form is using a name we didn’t anticipate. Tell your agent the field name and which profile key it should map to: “map the Co_Listor_License field to my license_number.”
• The profile is missing a field. Update the profile (dashboard or chat) and re-run.

“The PDF is scanned — I get back empty text.” Your agent will detect this (returns looks_scanned: true) and switch to OCR automatically. If OCR also returns empty, the scan quality is poor — re-export from source if possible.

“I want a legally-binding e-signature.” Use DocuSign, Adobe Sign, HelloSign, Dotloop, or Authentisign. We don’t yet ship a DocuSign integration; for now your agent can prepare the packet and email it to you, and you send it from there.

“I want the form locked / flattened so the recipient can’t change values.” Your agent doesn’t flatten today. Open the filled PDF in your viewer, do Print → Save as PDF, and the new copy will be flat.