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

1. Open the invoice you wish to enrich.
2. In the header, click Invoice ▸ File Attachments.
3. Press Upload File, choose one or multiple documents (PDF, image, spreadsheet, ZIP).
4. Add a short Description so readers know why the file matters (e.g., “Site photos – Level 3”, “Supplier receipt #457”).
5. 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• Version control – Replace outdated files rather than stacking duplicates to avoid confusion.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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