Attach files
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Keep the papers that belong to a deal with the record itself: a customer’s signed contract or registration, the drawings behind a quotation, the purchase order a customer sent for an invoice. The Files tab on an account, a quotation and an invoice holds them for everyone who works on it.
Before you start
Section titled “Before you start”- To see and download files you need View on the record: Account, Quote or Invoice. To upload and remove them you need Edit. At Own records only this covers the records you can open.
- A file can be a PDF, a picture (PNG, JPEG, GIF, WebP, HEIC, TIFF), a Word, Excel or PowerPoint file, or a CSV, up to 25 MB each. The file’s name must end as its type does, such as .pdf for a PDF.
- A record holds at most 20 files.
- Open the account, quotation or invoice and select the Files tab, next to History.
- Select Upload files and choose one or more files.
- Wait for File uploaded, or how many files were uploaded. Each file shows its size, when it was uploaded and who uploaded it.
- To open a file, select its name. A PDF or a picture opens in a window, with Open in a new tab and Download; any other file is downloaded.
- To remove a file, select its bin icon and confirm Remove.
What happens next
Section titled “What happens next”The file stays with the record, and uploading or removing one is recorded on the record’s History. A file never prints on the document’s PDF and is never sent to the customer.
Rules to know
Section titled “Rules to know”- An issued invoice still takes and loses files. A cancelled invoice keeps its files, read-only.
- A quotation’s revision starts with the previous version’s files, marked From the previous version. The old version keeps its own.
- An invoice raised from a quotation shows that quotation’s files under From quotation and its number, read-only. Add the invoice’s own files above them.
- An account shows only its own files, not those of its quotations or invoices.
- Merging two accounts moves the duplicate’s files to the account you keep.
- Every attachment in your company counts towards its File storage, shown on the Licence page, including files on activities, supplier invoices and delivery orders. When it is full, new uploads are refused and nothing stored is touched. A removed file, or one on a deleted record, still counts for now.
- A file of the wrong type, over 25 MB or over the 20-file limit is turned away with its name and the reason; the other files you chose still upload.
Why it works this way
Section titled “Why it works this way”The paper sits with the deal. When the contract is on the account and the PO on the invoice, the next person who opens the record finds them, without searching email.
Files follow the work. A revised quotation keeps its drawings and the invoice shows the quotation’s files, so nothing has to be uploaded twice.
Only real documents are accepted. Files are checked for their type and opened only as downloads or previews, which keeps harmful files out of your customers’ records.
Work faster
Section titled “Work faster”- Upload several at once. Choose all the files in one go under Upload files.
- Keep the PO on the invoice. Attach the customer’s purchase order and type its number in Customer PO number — see Create an invoice.
- Attach to a note for context. A note on the Activities tab can carry files with a comment — see Notes.
- Watch your storage. File storage on the Licence page shows what is used against your plan’s limit.
Examples
Section titled “Examples”A signed quotation. Kelvin Ong signs Lim & Co’s quotation QN-10000123 and emails a scan. Mei Tan opens the quotation, selects Files → Upload files and adds QN-10000123-signed.pdf. When she converts the quotation, the invoice shows the scan under From quotation QN-10000123.
A customer’s documents. Harbour Café sends its business registration and a floor plan. Mei uploads both on the Harbour Café account. A colleague who later takes over the account finds them on its Files tab.
Common questions
Section titled “Common questions”- Can I attach a file to a quotation? Yes. Open the quotation and use the Files tab. Accounts and invoices have one too.
- What is the largest file I can attach? 25 MB per file, and up to 20 files on one record.
- Which file types can I attach? PDF, pictures, Word, Excel, PowerPoint and CSV files.
- Does the customer see attached files? No. Files stay inside easySales and do not print on the PDF.
- Can I attach files to a contact? Not directly. Attach them to the contact’s account, or to a note on the contact.
- Why was my upload refused? The file is not an accepted type, its name does not end as its type does, it is over 25 MB, the record already holds 20 files, or your company’s storage is full.
- Do files move with a revised quotation? Yes. The revision starts with the previous version’s files.