Transaction Attachments
How to attach receipts and supporting documents to a transaction, which file types are accepted, and how to preview or remove them later.
Attachments are where you keep the paperwork that proves a transaction happened: a receipt against an expense, a proof of payment, a credit note against a refund. Keeping them on the record means the evidence travels with the figure instead of sitting in an inbox.
What You Can Attach
- Images: JPG, PNG, GIF, and WEBP. A photo of a till receipt is the most common case.
- PDFs: Emailed receipts and invoices can be attached exactly as they arrived.
- File size: Each file can be up to 10MB.
- How many: Up to 5 files per upload, and up to 10 files on a single transaction.
- Automatic optimisation: Images are optimised for you, so there is no need to resize them first. PDFs are stored exactly as uploaded so the document is never altered.
Anything outside that list is refused with a message naming the file, so you always know which one was the problem. Photos taken on an iPhone in HEIC format need converting to JPG before they will upload.
Attaching While Creating a Transaction
- Attachments tab: The transaction popup has an Attachments tab alongside Basic Information and Relationships.
- Files are held until you save: On a brand new transaction the files wait until the transaction itself is saved, then upload straight afterwards.
- If the upload fails: The transaction is still saved. You will see a message telling you to edit the transaction and add the files again, so nothing is recorded twice.
Add expense on Expenses has its own Receipt field instead, for one photo or PDF, which on a phone opens the camera. It's kept with the expense, or with the first one of a cost that repeats. See Adding an Expense.
Attaching to an Existing Transaction
- Edit is the only route: Open the transaction, choose Edit transaction in its side bar, or Edit expense on an expense, then use the Attachments tab. On a phone, it's Edit, at the top right. The detail view shows the same attachments but is read-only.
- Files upload straight away: Unlike the other fields on the form, attachments are saved the moment they are chosen, so they persist even if you close the popup without saving the rest.
Previewing and Removing
- Thumbnails: Saved attachments appear as thumbnails. PDFs show a PDF marker rather than a picture.
- Image preview: Click an image to open it larger in a preview popup.
- PDF preview: Click a PDF to read it in a preview popup, with an option to open it in a new tab instead.
- Delete: In the edit popup, use the delete button on a thumbnail and confirm. Deleting is permanent and removes the stored file as well as the record. The detail view has no delete button.
Spotting Attachments in the Lists
- Paperclip marker: Rows on the Transactions and Expenses lists show a paperclip next to the description when the transaction has attachments.
- Use it to audit: Scanning for expenses with no paperclip is a quick way to find the receipts you still owe your bookkeeper.
Permissions and Businesses
- Adding and removing: Requires the same permission as editing a transaction. Anyone who can only view transactions will see the attachments but cannot change them.
- Transferred work: If the linked job has been transferred to another business, the transaction is locked and its attachments become read-only.
- Multiple businesses: Attachments are stored against the business that owns the transaction, so they stay correct when you work across more than one business.
Related articles
- Creating a Transaction: Shows where the Attachments tab sits when the transaction is first created.
- Editing a Transaction: Use this when you are adding to or removing from an existing record.
- Transaction Detail View: Covers the Attachments section outside the edit popup.
- Adding an Expense: The most common place to attach a receipt: photograph it as you add the expense.