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🎥 How to Auto-Attach PDF Files to Quotes, Invoices or Email Reminders

eg always attach your terms of engagement, payment terms etc.

Denym avatar
Written by Denym
Updated over 3 weeks ago

Ensure your customers always receive important documentation by automatically attaching files to your Paidnice email templates. This feature works seamlessly with your Xero or QuickBooks integration.
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Common Use Cases

  • Payment Terms - Attach your standard payment terms to every invoice

  • Terms & Conditions - Include T&Cs with quotes and new customer invoices

  • Company Newsletters - Share updates with statement emails

  • Terms of Engagement - Attach service agreements to initial invoices

  • Payment Instructions - Include bank details or payment guides

Step 1: Upload Your Files

  1. Navigate to Files in your Paidnice dashboard

  2. Click Upload a File

  3. Select your document (PDF, DOC, or other common formats)

  4. Wait for upload confirmation

💡 Pro Tip: Name your files clearly (e.g., "Payment_Terms_2024.pdf") for easy identification later.
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Step 2: Attach Files to Email Templates

  1. Go to Email Templates in your dashboard

  2. Select the template you want to modify:

    • Invoice Email

    • Quote Email

    • Reminder Email

    • Statement Email

    • Any custom template

  3. Scroll to the bottom of the template editor

  4. Find the Attached Files section

  5. Click to select your uploaded file(s)

  6. Click Save Template

Note: You can attach multiple files to a single template if needed.
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Step 3: Test Your Configuration

  1. Send a test email from the template

  2. Check that all attachments appear correctly

  3. Verify file names and sizes are appropriate

How It Works

Once configured, Paidnice will automatically include your selected files whenever that email template is used:

  • Automatic Invoices → Files attached when invoices sync from Xero/QuickBooks

  • Manual Sends → Files included when you manually send from Paidnice

  • Scheduled Actions → Files attached to all automated reminders and statements

Best Practices

File Management

  • Keep file sizes under 5MB for faster email delivery

  • Use PDF format for maximum compatibility

  • Update files seasonally (e.g., new payment terms each year)

Template Strategy

  • Different files for different stages:

    • Quotes: Include terms of engagement

    • First invoice: Attach payment terms and welcome pack

    • Reminders: Include payment instructions

    • Final notices: Attach collection policy

Organization Tips

  • Create a naming convention: "2024_PaymentTerms_v1.pdf"

  • Archive old versions but keep filenames consistent

  • Review attached files quarterly

Troubleshooting

Files not appearing?

  • Ensure template is saved after attaching files

  • Check file upload was successful

  • Verify you're using the correct template

Email delivery issues?

  • Total attachment size should be under 10MB

  • Some email providers block certain file types

  • Consider using links for very large documents

Advanced Tips

  1. Conditional Attachments: Use different templates for different customer groups to attach relevant files

  2. Seasonal Updates: Schedule quarterly reviews to update attached documents

  3. Multi-language Support: Create separate templates with documents in different languages

Need help setting up your file attachments? Contact our support team at [email protected] for personalized assistance.

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