Attach Files to Invoices
Add supporting files to invoices so customers receive the context they need.
Invoice attachments are useful for contracts, purchase orders, time exports, expense receipts, and any other file the customer should review with the invoice.
When to Attach Files
Attach files when the invoice total depends on supporting proof or when the customer needs a document before approving payment. Common examples include signed agreements, delivery notes, billable expense receipts, and work logs.
Avoid attaching internal notes, drafts, or files that belong to a different customer. Invoice attachments can be visible through the customer-facing invoice experience.
Add Attachments
Open Finance > Invoices and create or edit an invoice. Add the invoice details first, then use the attachments area to upload the files that belong with that invoice.
Before saving, confirm the file names are clear enough for the customer to
understand. Names such as January hosting receipt.pdf are better than generic
download names.
Attach the final version of each file. If a receipt, work log, or purchase order is still being reviewed internally, keep it in Files or the related project until it is ready for the customer.
If the same file is used in a project, expense, or document, confirm this invoice should expose it to the customer. Invoice attachments are part of the payment context and should support the amount being charged.
If the attachment proves a billable expense, confirm the expense record and invoice line item match before sending. Customers may compare the receipt with the amount charged.
Attachment Checklist
Before sending, confirm each attachment:
- belongs to the same customer
- supports the invoice amount or terms
- is the final customer-safe version
- has a clear filename
- does not include internal notes, margins, or other customer data
Review Before Sending
Preview the invoice after adding attachments. Check that the invoice totals, payment options, notes, and attachment list all match what the customer should receive.
If an attachment is wrong, remove it before sending the invoice. If the invoice has already been sent, edit the invoice and resend or share the updated link only after reviewing the change.
Open the public invoice page after adding important attachments. Confirm the customer can see or download the files and that the attachment list matches the email or payment instructions.
For sensitive attachments, test from a private browser and verify only the intended invoice files are visible. Do this before sending the invoice email.
Attachment Hygiene
Use one attachment for each clear purpose instead of bundling unrelated files into a large archive. Keep customer names, invoice numbers, or service periods in the file name when it helps the customer match the attachment to the invoice. Avoid private internal exports that include other customers, margin notes, or team-only approval comments.
After payment or dispute resolution, keep the attachment with the invoice if it explains the charge. Remove only files uploaded by mistake or files that should not have been customer-visible.
If a customer cannot open an attachment, test the public invoice link in a private browser and confirm the file was not removed, renamed, or restricted.
Attachment Correction
If the wrong file was sent, remove it, attach the correct file, preview the public invoice, and resend the updated link with a clear note. Do not leave the wrong attachment available while asking the customer to ignore it.