Attach Files to Invoices (Invoice Attachments)

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Attach Files to Invoices (Invoice Attachments)

Invoice attachments let you upload supporting documents (photos, PDFs, receipts, certificates, signed approvals, and more) directly to an invoice. This keeps proof and paperwork stored in the same place as the invoice—so your team can approve faster, customers have clarity, and disputes are easier to resolve.

Attach photos and files to bookings, quotes, inquiries, and related records in OctopusPro

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What are invoice attachments?

Invoice attachments are files saved against a specific invoice record. They’re commonly used to keep evidence and documentation together with the invoice, such as:

  • Completion photos (before/after images, job-site proof)
  • Receipts (parts/materials receipts, supplier invoices)
  • Certificates (compliance certificates, safety checks, inspections)
  • Signed documents (signed acceptance, work orders, change orders)
  • Supporting paperwork (purchase orders, scope documents, claim forms)

Attachments can include common file types such as PDFs, images (JPG/PNG), and other document formats. You can upload one or multiple files per invoice.

Why use invoice attachments?

  • Faster approvals: reviewers get everything they need in one place.
  • Fewer disputes: attach proof for billable items (photos, receipts, signed approvals).
  • Clean audit trail: supporting documents are stored with the invoice record.
  • Better internal collaboration: finance, operations, and support reference the same documents.

How to attach files to an invoice (step-by-step)

To add documents to an invoice:

  1. Open the invoice you want to add files to (from the invoice list or from the related booking/customer record). For help opening invoice details, see View / Manage an Invoice.
  2. In the invoice header, click Invoice ▸ File Attachments.
  3. Click Upload File, then select one or more files from your computer.
  4. Optional: add a clear Description (e.g., “Site photos – Level 3”, “Supplier receipt #457”, “Signed approval”).
  5. Click Save. Your file will appear in the invoice attachment list.

Invoice details overview showing where actions and attachments are located in OctopusPro

Tip: If you frequently attach documents during invoicing, standardize your naming and descriptions so customers and staff can quickly identify what each file is for.

View, download, and delete invoice attachments

After uploading files, you can manage them from the same Invoice ▸ File Attachments area:

  • Preview / view: open an attachment to review it.
  • Download: save a copy to your device for sharing or record-keeping.
  • Delete: remove outdated or incorrect documents to avoid confusion.

If you need to update the invoice itself (line items, taxes, pricing), see Edit Invoice Breakdown.

Sharing attachments with customers

Once saved, invoice attachments are stored with the invoice record and can be accessed when the invoice is viewed. Depending on your workflow, you may share invoice documentation with customers by sending the invoice and/or providing portal access.

Important: Only attach documents you are comfortable sharing externally. Keep internal-only working files and private notes separate unless your workflow explicitly requires sharing them.

Best practices

  • Use consistent naming: e.g., “Receipt – Supplier – Date”, “Completion Photos – Address”.
  • Keep files lightweight: compress large photos and scans so customers can open/download quickly.
  • Avoid duplicates: remove or replace outdated versions to prevent confusion.
  • Attach the right proof: receipts for billable materials, photos for site completion, certificates for compliance work.

Troubleshooting

I can’t see “File Attachments” on the invoice.
This is usually permission-related. Confirm the user role has invoice access. If you use Role-Based Access Control, review permissions here: Role Based Access Control (RBAC).

My upload fails or the file won’t attach.
Try reducing the file size, renaming the file (remove special characters), or exporting the document as a PDF. Also try uploading a different supported format (PDF/JPG/PNG) to confirm it’s not a file-type issue.

The customer says they can’t see the attachment.
Ensure the invoice has been shared with the customer (sent via email/SMS and/or accessible via the customer’s portal access for invoices). If needed, resend the invoice: Send Invoice to Customer.

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