Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions

You can record notes, attach files and schedule appointments on clients, invoices, estimates, work orders and more, so everything about a record is kept in one place: for example, the outcome of a call with a client, a photo of a contract, or a follow-up appointment. This guide explains how to add notes and attachments, share them, schedule appointments and archive documents, which screens accept attachments, the permissions, and the attachment size limits.

Where do you add notes and attachments?

Record	Button location
Client	The client page: Add Note / Attachment and Schedule Appointment
Sales invoice	Top of the invoice page
Estimate	Top of the estimate page
Work order	Top of the work order page
Sales order, purchase invoice, credit and debit notes, construction project	Top of the document page

Adding a note or attachment

1. Open the record and click Add Note / Attachment.
2. Set the date and time.
3. Choose the Action Performed, such as a call or a visit, from the actions list.
4. If you want, change the record’s status from Update Status to.
5. Write a Note and upload files in Attachments. You can upload more than one file.
6. To share the note with the client so it appears in their account, select Share With Client.
7. Click Save. The message The note has been saved successfully appears, and the responsible employees get a notification.

Viewing and editing notes

Notes appear in the Notes / Attachments tab on the record page, with their count. From there you can open a note to edit or delete it, depending on your permissions.

Scheduling an appointment

1. Open the client or document and click Schedule Appointment.
2. Set the date, time and duration, and choose the Actions.
3. Write your notes and assign the appointment to one or more employees.
4. For a recurring appointment, set the recurrence and the end date, then save.

The assigned employees get a notification, and you can find all appointments in Appointments. An appointment’s status can be Scheduled, Done or Cancelled.

Attachments on the document itself

Besides notes, you can attach files to the invoice itself from the Attachments tab in the invoice form, such as a photo of the client’s purchase order. You can send these attachments with the invoice by email by selecting Attach associated documents on the send screen.

Archiving documents in the system

You can archive your files in the system in several ways, depending on the type of file:

What you want to archive	How
A file for a specific transaction or record, such as a photo of the client’s purchase order or an expense receipt	Attach it to the record itself from the Attachments field in the add or edit form, so it stays saved with it.
General company files and documents, such as the commercial registration, general contracts and the product catalog	From Manage Files/Documents, click New Document to upload the file. You can then preview it or attach it when you send documents to clients.
Employee documents, such as ID, residence permit and certificates	Set the required document types in Documents Management, then upload them from the employee’s profile.
Follow-up notes and attachments on clients and invoices	The Add Note / Attachment button on the record page, as described in Adding a note or attachment.
Documents with their own fields, such as client contracts with an expiry date	Create a File Upload field in Custom Fields, or a Related Forms form that has a file field.

Screens that accept attachments

Screen	Where the attachments go
Sales invoices, Estimates, sales orders, returns, credit and debit notes	The Attachments tab in the document form, or Add Note / Attachment on its page.
Purchase invoices, purchase orders, purchase quotations	The attachments field in the document form.
Clients and Suppliers	The attachments field in the client or supplier form, and Add Note / Attachment for clients.
Products & Services	The attachments field in the product form, and in manual stock adjustment.
Expenses and Incomes	The attachments field in the voucher form.
Journals	The attachments field in the journal entry form.
Assets	The attachments field in the asset form.
Requisitions	The attachments field in the requisition form.
Client Payments and supplier payments	The attachments field in the payment form.
Treasury Transfer	The attachments field in the transfer form.
Payslips, pay run payments, leave permissions	The attachments field in the form.
Work Orders, construction projects	The Add Note / Attachment button.
Terms & Conditions	Upload the terms file. You can attach it when you send the invoice.
Any screen with custom fields or related forms	A File Upload or Image Upload field.

Allowed files and size

Item	Value
Allowed types	pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip
Size per file	Up to 50 MB on the free plan, and up to 250 MB on paid plans
Number of files	Unlimited

Permissions

Permission	Allows
Add Notes / Attachments / Appointments for All Clients	Adding to any client or document.
Add Notes / Attachments / Appointments for His Assigned Clients	Adding only to the clients assigned to the employee.
Edit & Delete All Notes / Attachments / Appointments for All Clients	Editing and deleting any note.
Edit & Delete His Own (Created) Notes / Attachments / Appointments	Editing and deleting only what the employee added.

You set them in Roles. In purchase documents, the purchase edit permissions apply instead.

FAQ

Does the system have document and file archiving?

Yes. Attach the file to its record, upload general documents in Manage Files/Documents, and upload employee documents in Documents Management. See Archiving documents in the system for details.

Can I send the attachments with the invoice to the client?

Yes. When you send the invoice by email, select Attach associated documents to send the invoice’s attachments, Attach another file to upload a new file, or Attach associated terms & conditions file.

Are the attachments deleted when the invoice is deleted?

Yes. The invoice’s attachments are deleted with it and don’t come back when you restore the invoice from the trash. Keep a copy of important attachments before deleting.

Where do I find all of a client’s attachments?

On the client page, open the Notes / Attachments tab for follow-up attachments. Each invoice’s attachments are on that invoice’s page.

Why doesn’t the Add Note / Attachment button appear?

Either the Follow Up Clients app isn’t activated, or you don’t have permission to add notes.

Can the client see the notes?

No, unless you selected Share With Client.

What is the maximum attachment size?

50 MB per file on the free plan, and 250 MB per file on paid plans.

How do I write a note that appears on the printed invoice?

The notes here are internal. For text that should appear in the print, write it in the notes/terms field inside the invoice form.