{"id":150960,"date":"2026-10-14T15:03:10","date_gmt":"2026-10-14T15:03:10","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a7%d9%84%d9%85%d9%84%d8%a7%d8%ad%d8%b8%d8%a7%d8%aa-%d9%88%d8%a7%d9%84%d9%85%d8%b1%d9%81%d9%82%d8%a7%d8%aa-%d9%88%d8%a3%d8%b1%d8%b4%d9%81%d8%a9-%d8%a7%d9%84%d9%85%d8%b3%d8%aa%d9%86%d8%af%d8%a7\/"},"modified":"2026-10-18T12:01:34","modified_gmt":"2026-10-18T12:01:34","slug":"notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/","title":{"rendered":"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions"},"content":{"rendered":"
\n

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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> The Add Note \/ Attachment<\/strong> and Schedule Appointment<\/strong> buttons appear after you activate the Follow Up Clients<\/strong> app from Apps Manager<\/strong><\/a>, and only if you have permission to add notes.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Where do you add notes and attachments?<\/strong><\/a><\/li>\n
  2. Adding a note or attachment<\/strong><\/a><\/li>\n
  3. Viewing and editing notes<\/strong><\/a><\/li>\n
  4. Scheduling an appointment<\/strong><\/a><\/li>\n
  5. Attachments on the document itself<\/strong><\/a><\/li>\n
  6. Archiving documents in the system<\/strong><\/a><\/li>\n
  7. Screens that accept attachments<\/strong><\/a><\/li>\n
  8. Allowed files and size<\/strong><\/a><\/li>\n
  9. Permissions<\/strong><\/a><\/li>\n
  10. FAQ<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Where do you add notes and attachments?<\/h2>\n\n\n\n\n\n\n\n\n
    Record<\/th>\nButton location<\/th>\n<\/tr>\n
    Client<\/strong><\/a><\/td>\nThe client page: Add Note \/ Attachment<\/strong> and Schedule Appointment<\/strong><\/td>\n<\/tr>\n
    Sales invoice<\/strong><\/a><\/td>\nTop of the invoice page<\/td>\n<\/tr>\n
    Estimate<\/strong><\/a><\/td>\nTop of the estimate page<\/td>\n<\/tr>\n
    Work order<\/strong><\/a><\/td>\nTop of the work order page<\/td>\n<\/tr>\n
    Sales order<\/strong>, purchase invoice<\/strong>, credit and debit notes<\/strong>, construction project<\/strong><\/td>\nTop of the document page<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Adding a note or attachment<\/h2>\n
      \n
    1. Open the record and click Add Note \/ Attachment<\/strong>.<\/li>\n
    2. Set the date and time.<\/li>\n
    3. Choose the Action Performed<\/strong>, such as a call or a visit, from the actions list.<\/li>\n
    4. If you want, change the record’s status from Update Status to<\/strong>.<\/li>\n
    5. Write a Note<\/strong> and upload files in Attachments<\/strong>. You can upload more than one file.<\/li>\n
    6. To share the note with the client so it appears in their account, select Share With Client<\/strong>.<\/li>\n
    7. Click Save<\/strong>. The message The note has been saved successfully<\/strong> appears, and the responsible employees get a notification.<\/li>\n<\/ol>\n

      Viewing and editing notes<\/h2>\n

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

      Scheduling an appointment<\/h2>\n
        \n
      1. Open the client or document and click Schedule Appointment<\/strong>.<\/li>\n
      2. Set the date, time and duration, and choose the Actions<\/strong>.<\/li>\n
      3. Write your notes and assign the appointment to one or more employees.<\/li>\n
      4. For a recurring appointment, set the recurrence and the end date, then save.<\/li>\n<\/ol>\n

        The assigned employees get a notification, and you can find all appointments in Appointments<\/strong><\/a>. An appointment’s status can be Scheduled<\/strong>, Done<\/strong> or Cancelled<\/strong>.<\/p>\n

        Attachments on the document itself<\/h2>\n

        Besides notes, you can attach files to the invoice itself from the Attachments<\/strong> 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<\/strong> on the send screen.<\/p>\n

        Archiving documents in the system<\/h2>\n

        You can archive your files in the system in several ways, depending on the type of file:<\/p>\n\n\n\n\n\n\n\n\n
        What you want to archive<\/th>\nHow<\/th>\n<\/tr>\n
        A file for a specific transaction or record<\/strong>, such as a photo of the client’s purchase order or an expense receipt<\/td>\nAttach it to the record itself from the Attachments<\/strong> field in the add or edit form, so it stays saved with it.<\/td>\n<\/tr>\n
        General company files and documents<\/strong>, such as the commercial registration, general contracts and the product catalog<\/td>\nFrom Manage Files\/Documents<\/strong><\/a>, click New Document<\/strong> to upload the file. You can then preview it or attach it when you send documents to clients.<\/td>\n<\/tr>\n
        Employee documents<\/strong>, such as ID, residence permit and certificates<\/td>\nSet the required document types in Documents Management<\/strong><\/a>, then upload them from the employee’s profile.<\/td>\n<\/tr>\n
        Follow-up notes and attachments<\/strong> on clients and invoices<\/td>\nThe Add Note \/ Attachment<\/strong> button on the record page, as described in Adding a note or attachment<\/strong><\/a>.<\/td>\n<\/tr>\n
        Documents with their own fields<\/strong>, such as client contracts with an expiry date<\/td>\nCreate a File Upload<\/strong> field in Custom Fields<\/strong>, or a Related Forms<\/strong> form that has a file field.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Screens that accept attachments<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
        Screen<\/th>\nWhere the attachments go<\/th>\n<\/tr>\n
        Sales invoices<\/strong><\/a>, Estimates<\/strong><\/a>, sales orders, returns, credit and debit notes<\/td>\nThe Attachments<\/strong> tab in the document form, or Add Note \/ Attachment<\/strong> on its page.<\/td>\n<\/tr>\n
        Purchase invoices<\/strong><\/a>, purchase orders, purchase quotations<\/td>\nThe attachments field in the document form.<\/td>\n<\/tr>\n
        Clients<\/strong><\/a> and Suppliers<\/strong><\/a><\/td>\nThe attachments field in the client or supplier form, and Add Note \/ Attachment<\/strong> for clients.<\/td>\n<\/tr>\n
        Products & Services<\/strong><\/a><\/td>\nThe attachments field in the product form, and in manual stock adjustment.<\/td>\n<\/tr>\n
        Expenses<\/strong><\/a> and Incomes<\/strong><\/a><\/td>\nThe attachments field in the voucher form.<\/td>\n<\/tr>\n
        Journals<\/strong><\/a><\/td>\nThe attachments field in the journal entry form.<\/td>\n<\/tr>\n
        Assets<\/strong><\/a><\/td>\nThe attachments field in the asset form.<\/td>\n<\/tr>\n
        Requisitions<\/strong><\/a><\/td>\nThe attachments field in the requisition form.<\/td>\n<\/tr>\n
        Client Payments<\/strong><\/a> and supplier payments<\/td>\nThe attachments field in the payment form.<\/td>\n<\/tr>\n
        Treasury Transfer<\/strong><\/td>\nThe attachments field in the transfer form.<\/td>\n<\/tr>\n
        Payslips<\/strong><\/a>, pay run payments, leave permissions<\/td>\nThe attachments field in the form.<\/td>\n<\/tr>\n
        Work Orders<\/strong><\/a>, construction projects<\/td>\nThe Add Note \/ Attachment<\/strong> button.<\/td>\n<\/tr>\n
        Terms & Conditions<\/strong><\/a><\/td>\nUpload the terms file. You can attach it when you send the invoice.<\/td>\n<\/tr>\n
        Any screen with custom fields or related forms<\/td>\nA File Upload<\/strong> or Image Upload<\/strong> field.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Allowed files and size<\/h2>\n\n\n\n\n\n\n
        Item<\/th>\nValue<\/th>\n<\/tr>\n
        Allowed types<\/strong><\/td>\npdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip<\/td>\n<\/tr>\n
        Size per file<\/strong><\/td>\nUp to 50 MB on the free plan, and up to 250 MB on paid plans<\/td>\n<\/tr>\n
        Number of files<\/strong><\/td>\nUnlimited<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Permissions<\/h2>\n\n\n\n\n\n\n\n
        Permission<\/th>\nAllows<\/th>\n<\/tr>\n
        Add Notes \/ Attachments \/ Appointments for All Clients<\/strong><\/td>\nAdding to any client or document.<\/td>\n<\/tr>\n
        Add Notes \/ Attachments \/ Appointments for His Assigned Clients<\/strong><\/td>\nAdding only to the clients assigned to the employee.<\/td>\n<\/tr>\n
        Edit & Delete All Notes \/ Attachments \/ Appointments for All Clients<\/strong><\/td>\nEditing and deleting any note.<\/td>\n<\/tr>\n
        Edit & Delete His Own (Created) Notes \/ Attachments \/ Appointments<\/strong><\/td>\nEditing and deleting only what the employee added.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        You set them in Roles<\/strong><\/a>. In purchase documents, the purchase edit permissions apply instead.<\/p>\n

        FAQ<\/h2>\n

        Does the system have document and file archiving?<\/h3>\n

        Yes. Attach the file to its record, upload general documents in Manage Files\/Documents<\/strong><\/a>, and upload employee documents in Documents Management<\/strong><\/a>. See Archiving documents in the system<\/strong><\/a> for details.<\/p>\n

        Can I send the attachments with the invoice to the client?<\/h3>\n

        Yes. When you send the invoice by email, select Attach associated documents<\/strong> to send the invoice’s attachments, Attach another file<\/strong> to upload a new file, or Attach associated terms & conditions file<\/strong>.<\/p>\n

        Are the attachments deleted when the invoice is deleted?<\/h3>\n

        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.<\/p>\n

        Where do I find all of a client’s attachments?<\/h3>\n

        On the client page, open the Notes \/ Attachments<\/strong> tab for follow-up attachments. Each invoice’s attachments are on that invoice’s page.<\/p>\n

        Why doesn’t the Add Note \/ Attachment button appear?<\/h3>\n

        Either the Follow Up Clients<\/strong> app isn’t activated, or you don’t have permission to add notes.<\/p>\n

        Can the client see the notes?<\/h3>\n

        No, unless you selected Share With Client<\/strong>.<\/p>\n

        What is the maximum attachment size?<\/h3>\n

        50 MB per file on the free plan, and 250 MB per file on paid plans.<\/p>\n

        How do I write a note that appears on the printed invoice?<\/h3>\n

        The notes here are internal. For text that should appear in the print, write it in the notes\/terms field inside the invoice form.<\/p>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[2133,2141,2151],"tags":[23090,23097,5016,23091,23093,23094,5021,23084,23086,23087,23101,23085,23099,5223,23088,23100,23092,23098,23103,23095,3997,23102,23096],"class_list":["post-150960","tutorial","type-tutorial","status-publish","hentry","category-client-operations","category-clients-follow-up","category-invoices-operations","tag-add-note","tag-add-note-button-not-showing","tag-appointments","tag-archiving","tag-assign-appointment-to-employee","tag-attachment-size","tag-attachments","tag-document-archiving","tag-document-types","tag-documents-management","tag-employee-documents","tag-file-archive","tag-follow-up-clients","tag-invoice-attachments","tag-manage-files-and-documents","tag-new-document","tag-notes","tag-notes-permissions","tag-recurring-appointment","tag-save-documents","tag-schedule-appointment","tag-share-note-with-client","tag-upload-file"],"yoast_head":"\nNotes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"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, […]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/\" \/>\n<meta property=\"og:site_name\" content=\"Daftra Knowledge Base\" \/>\n<meta property=\"article:modified_time\" content=\"2026-10-18T12:01:34+00:00\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Organization\",\"@id\":\"https:\/\/docs.daftra.com\/#organization\",\"name\":\"Daftra\",\"url\":\"https:\/\/docs.daftra.com\/\",\"sameAs\":[],\"logo\":{\"@type\":\"ImageObject\",\"@id\":\"https:\/\/docs.daftra.com\/#logo\",\"inLanguage\":\"en-US\",\"url\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg\",\"contentUrl\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg\",\"caption\":\"Daftra\"},\"image\":{\"@id\":\"https:\/\/docs.daftra.com\/#logo\"}},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/docs.daftra.com\/#website\",\"url\":\"https:\/\/docs.daftra.com\/\",\"name\":\"Daftra Knowledge Base\",\"description\":\"Daftra\",\"publisher\":{\"@id\":\"https:\/\/docs.daftra.com\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/docs.daftra.com\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#webpage\",\"url\":\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/\",\"name\":\"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base\",\"isPartOf\":{\"@id\":\"https:\/\/docs.daftra.com\/#website\"},\"datePublished\":\"2026-10-14T15:03:10+00:00\",\"dateModified\":\"2026-10-18T12:01:34+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/docs.daftra.com\/en\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions\"}]}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/","og_locale":"en_US","og_type":"article","og_title":"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base","og_description":"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, […]","og_url":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/","og_site_name":"Daftra Knowledge Base","article_modified_time":"2026-10-18T12:01:34+00:00","twitter_card":"summary_large_image","twitter_misc":{"Est. reading time":"6 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Organization","@id":"https:\/\/docs.daftra.com\/#organization","name":"Daftra","url":"https:\/\/docs.daftra.com\/","sameAs":[],"logo":{"@type":"ImageObject","@id":"https:\/\/docs.daftra.com\/#logo","inLanguage":"en-US","url":"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg","contentUrl":"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/daftra-ar.svg","caption":"Daftra"},"image":{"@id":"https:\/\/docs.daftra.com\/#logo"}},{"@type":"WebSite","@id":"https:\/\/docs.daftra.com\/#website","url":"https:\/\/docs.daftra.com\/","name":"Daftra Knowledge Base","description":"Daftra","publisher":{"@id":"https:\/\/docs.daftra.com\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/docs.daftra.com\/?s={search_term_string}"},"query-input":"required name=search_term_string"}],"inLanguage":"en-US"},{"@type":"WebPage","@id":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#webpage","url":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/","name":"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions - Daftra Knowledge Base","isPartOf":{"@id":"https:\/\/docs.daftra.com\/#website"},"datePublished":"2026-10-14T15:03:10+00:00","dateModified":"2026-10-18T12:01:34+00:00","breadcrumb":{"@id":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/"]}]},{"@type":"BreadcrumbList","@id":"https:\/\/docs.daftra.com\/en\/tutorial\/notes-attachments-and-document-archiving-attaching-files-to-clients-invoices-and-transactions\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/docs.daftra.com\/en\/"},{"@type":"ListItem","position":2,"name":"Notes, attachments, and document archiving: attaching files to clients, invoices, and transactions"}]}]}},"_links":{"self":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/150960","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial"}],"about":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/types\/tutorial"}],"author":[{"embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/users\/17"}],"version-history":[{"count":2,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/150960\/revisions"}],"predecessor-version":[{"id":150963,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tutorial\/150960\/revisions\/150963"}],"wp:attachment":[{"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/media?parent=150960"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/categories?post=150960"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/docs.daftra.com\/en\/wp-json\/wp\/v2\/tags?post=150960"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}