Attachments with your sales invoices

When creating our sales invoices, we also need to attach a time sheet to the 'file'. As you will know clearbooks allows the attachment of multiple items to an invoice at the point of creation and at any point after creation through the manage attachments function

We then mostly email our clients invoices directly. Clearbooks allows you to email attachments at the same time you email your clients their invoices, but you have manually add those attachment again in the email screen. I'm told that clearbooks does not allow you to select documents that you have previously attached to your invoices - so is this correct? I also note on the tests I've done that once emails with manually re-selected attachments have been sent, clearbooks does not then store those sent attachments anywhere new, so you do need to continue uploading them in the first place if you want those attachments to be stored with any given invoice

Its a strange system, in that there is no fluidity there. It works of course, but its a double process because you have to double attach things each time. When you send 200 invoices a month, this can as you might imagine, be quite time consuming

I am likely going to lose this client to another system, if that system has a solution. Has anyone found a way round this?

Hi Paul,

Unfortunately, when attaching attachments to an invoice at the point of creation, it does not actually send it to the customer, instead, it shows up for the user as a reference and can cause some confusion. Hopefully, in the future, we will give you the ability to send those attachments from this option:

file

So, if you would like to email attachments to customers, there are two methods:

1) When you go into Sales > Invoices > Find the relevant invoice and under the Options column, click on the email icon and you will be able to add attachments that will send across to the specified customer, please see the link below:

file

Also, with this method, you would have to manually add attachments to each customer every time you send an email and the attachments will not be saved anywhere new.

2) If you go into Contacts > Emails > Email attachments, you will again be able to add global attachments for all future sales invoice, reminder and quote e-mails. In this case, the attachments will be stored in the attachment box where you can add/ delete attachments in the future, please see link for clarity:

file

So, if you would like to attach time sheets to each invoice, I would suggest using the first method, by manually attaching it before sending the email.

I hope this has been helpful!

Thanks, Tommy

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