Attach Supporting Files to Invoices
OctopusPro’s Attach Files to Invoices feature lets you store every support document—signed agreements, fieldworker completion photos, receipts, certificates—right beside the money you’re owed. Digital document-management studies show that embedding evidence with invoices speeds approvals, reduces disputes, and boosts cross-team collaboration.
Why attach files to invoices?
- Single source of truth – Finance, operations, and customer-service teams access the same artefacts without hunting through email threads.
- Proof & transparency – Receipts, time-stamped photos, or completion certificates substantiate every line item and build client trust.
- Dispute defence – Clear documentation cuts charge-backs and short-pays by giving reviewers everything they need up front.
- Audit readiness – External auditors trace transactions faster when supporting documents live with the invoice.
Attaching files—step-by-step
- Open the invoice you wish to enrich.
- In the header, click Invoice ▸ File Attachments.
- Press Upload File, choose one or multiple documents (PDF, image, spreadsheet, ZIP).
- Add a short Description so readers know why the file matters (e.g., “Site photos – Level 3”, “Supplier receipt #457”).
- Click Save. The file now appears in the attachment list and is included when the invoice is emailed or viewed in the customer portal.
Typical attachment types & scenarios
Document | When to attach | Value to client & business |
---|---|---|
Signed service agreement | At first invoice of a project | Confirms scope & terms; reduces scope creep.([Document Management Software |
Fieldworker completion photos | After job marked complete | Visual proof the task met specifications. |
Parts & materials receipts | Cost-plus contracts | Justifies markup and complies with procurement rules. |
Compliance certificates (e.g., safety test) | Regulated industries | Demonstrates legal adherence; speeds payment from insurers. |
Change-order PDF | Mid-project scope change | Shows client-approved variations tied to new charges. |
Best-practice tips
- Keep it lean – Compress images; large files slow customer download. Industry guidance caps email attachments at 3 MB.
- Internal notes – Store private worksheets internally; attach only what the client needs to see.
- Version control – Replace outdated files rather than stacking duplicates to avoid confusion.
Benefits recap
- Cut invoice-approval time by up to 50 % when proof is attached at send-out.
- Reduce billing disputes and credit-note issuance.
- Strengthen inter-department collaboration by making supporting data universally accessible.
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