Introduction
Most documents in the app are made by the app itself: the rental agreement, the quote, the invoice. Sometimes you need to keep or send a file of your own alongside them, such as a scanned fuel receipt, a signed letter, or a PDF with extra conditions. There are two places for that, and they work differently:
- On a booking, the Other tab has a list with the button New Documents. Files here are kept with the booking for your team. The app never emails them.
- On an invoice, the Attachments link at the top opens a screen headed Attachments. Files here can go out with the invoice email, next to the invoice PDF.
You would be here because:
- The customer hands you the receipt from the petrol station and you want it kept with the booking.
- A business customer sent a signed purchase order and your colleagues need to find it later.
- You are sending a hand-made invoice for a cleaning fee and want the photos of the dirty van to go with it.
- A company customer asks for their framework agreement to be attached to every invoice you send them by hand.
Every way to add a file of your own
| Where the file belongs | Where you add it | Covered here |
|---|---|---|
| A booking or a quote | Other tab, New Documents | Yes |
| An invoice you send from the Send invoice screen | Attachments at the top of the invoice | Yes |
| A customer's driving licence or passport | The customer record | No, see Record a customer's driving licence and passport |
| A damage claim | The claim's Documents | No, see Handle a damage claim |
| A traffic fine | New Fine document on the fine | No, see Charge a traffic fine to the customer |
| Your terms and conditions on every confirmation | Company settings, done once | No, see Add your logo, colours and company details |
Use this page for a one-off file on one booking or one invoice.
How to use
Configuration
There is nothing to set up. Both lists start empty on every booking and every invoice.
Before you start: any staff account can add files to a booking. The invoice screens, and with them Attachments, are for a company administrator account only; if you do not see Financials in the main menu, ask your company administrator. Have the file saved on your computer first. For an invoice, make it a PDF.
Using the file lists
On a booking or a quote. From the main menu open Bookings, then Overview, and click the booking's row. The booking screen has two rows of tabs. In the lower row (Emails, Payment Requests, Self service, ROB, Other, Keycafe) click Other. A quote has the same Other tab.
- Click New Documents above the list. A small window titled Edit Documents opens.
- Type a Name that a colleague will recognise, such as Fuel receipt 12 Sept. Size fills itself once the file is in.
- Choose the file with the upload box below Size.
- Press Save. The window closes and the file appears in the list with its Name and Size. Cancel closes the window and nothing is kept.
To open or rename a file later, click the pencil icon at the end of its row. To remove it, click the bin icon at the end of the row; it goes straight away, without a question.
On an invoice. From the main menu open Financials and click the Invoices tile, then click the invoice's row. For a new hand-made invoice, start it as in Raise an invoice by hand.
- Click Attachments at the top of the invoice. The Attachments screen opens.
- Click New. A small window opens.
- Type a Name and choose the file. Press Save.
- Repeat for each file. To take one off again, click Remove above it; it goes at once.
- Click Back to return to the invoice.
- Click Save and next. The Send invoice screen opens. In the Attachments box near the bottom, pick every file you want in the email. Only the files you pick are sent.
- Press Send. The email leaves with the invoice PDF plus the files you picked.
When it worked, the customer receives the invoice PDF and one extra PDF per picked file.
Key details
Booking files stay inside the app. They are not added to the confirmation, the rental agreement or any other email, and they do not appear on the Documents tab, which only holds the documents the app made. They are for your team to find again.
What goes with an invoice email, and what does not.
| You press | Your picked files go out? |
|---|---|
| Send on the Send invoice screen | Yes, with the invoice PDF |
| Create and Send credit on the Send invoice screen | Yes, with the credit PDF |
| Process (don't send) or Process credit (don't send) | No, no email leaves at all |
| Combined invoices sent in a batch | No, only the invoice PDF |
Every invoice attachment is sent as a PDF, named after its Name. The app adds ".pdf" to the Name and labels the file as a PDF, whatever it really is. A photo or a Word file added here reaches the customer as a PDF that will not open. Save it as a PDF first.
Worked example. You invoice Bakkerij de Vries €250.00 plus value-added tax (VAT) for cleaning a van. On the invoice you add two attachments: Cleaning photos, a PDF of the photos, and Framework agreement 2026. On the Send invoice screen you pick only Cleaning photos and press Send. The customer receives two files: the invoice PDF and Cleaning photos.pdf. Framework agreement 2026 stays on the invoice for next time.
What to do next: to check the invoice email went out, or to send it again, see Send an invoice to a customer. To have your terms and conditions added to confirmations by themselves, see Automated emails.
Q&A
The customer says an attachment on the invoice email will not open. The file was not a PDF. Remove it on the Attachments screen with Remove, save the file as a PDF on your computer, add it again with New, and send the invoice again as in Send an invoice to a customer.
I attached a file to the invoice, but it was not in the email. It was not picked in the Attachments box on the Send invoice screen, or the invoice was issued with Process (don't send). Resend it and pick the file this time.
I put a file on the booking, but the customer never got it. Files on the booking's Other tab are never emailed. To send a file to the customer, attach it to an invoice as above, or email it from your own mailbox.
The attachment arrived as "Terms.pdf.pdf". The app adds ".pdf" to the Name you gave. Leave ".pdf" out of the Name.
I removed a file from a booking by mistake. The bin icon does not ask first, and there is no bin to restore it from. Add the file again with New Documents.
I cannot see Attachments or the Financials menu. Invoice screens are for a company administrator account only. Ask your company administrator to attach the file, or to change your rights as in Add an employee and set their permissions.
Can I attach a file to the confirmation or rental agreement email? Not one of your own for a single booking. The app only adds its own documents and, if set up, your company's terms and conditions; see Automated emails and Add your logo, colours and company details.
Related pages: Raise an invoice by hand for building the invoice you attach to, and Take back an invoice with a credit note for sending a credit with attachments.