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Attaching files to notes (and sending them to Xero)

How to attach files such as PDFs, images and spreadsheets to invoice, customer and escalation notes, and optionally send them to Xero as invoice or contact attachments.

Written by Jack Daffron

Notes are where your team records what happened with an invoice or customer, such as a call summary, a promise to pay or a dispute. Often that story comes with a file: a remittance advice, a signed agreement, a photo of a delivery docket. You can now attach those files directly to a note so the evidence sits alongside the conversation, and everyone in your organisation can open it from Paidnice.

If you use Xero, you can also choose to send the attachments across to the matching invoice or contact in Xero, so your accounts team sees them without leaving Xero.

Where you can attach files

Attachments are available anywhere you can write a note:

• The Notes tab on an invoice

• The Notes tab on a customer

• The note composer on an escalation (click Write Note)

Attaching a file to a note

  1. Write your note as usual. A note always needs some text, even if the file is the main point.

  2. Click the paperclip button next to Add Note and pick one or more files. You can attach up to 5 files per note, and each file can be up to 10MB.

  3. The files you picked appear as chips above the buttons. Click the x on a chip to remove it before saving.

  4. Click Add Note. The note is saved with its attachments.

Supported file types are PDF, PNG, JPG, TXT and CSV.

Sending attachments to Xero

Once you have picked at least one file, a checkbox appears: Also send attachments to Xero. Tick it and Paidnice will attach the files to the invoice (for invoice and escalation notes) or the contact (for customer notes) in Xero shortly after the note is saved.

Attachments sent this way are not included on the online invoice, so your customer will not see them. They are only visible to people using your Xero organisation.

The checkbox is off by default, so files are only sent to Xero when you ask.

If the checkbox is greyed out

Sending attachments needs a newer Xero permission than older Paidnice connections were granted. If your connection does not have it yet, the checkbox is disabled with the message "Attachments are saved in Paidnice but will not be sent to Xero", and a Reconnect to Xero link appears underneath. Click the link, approve the connection in Xero, and the checkbox becomes available. Your existing settings and history are kept when you reconnect.

Viewing and downloading attachments

Saved attachments show as small chips under the note text. Click a chip to download the file. Only users who belong to your Paidnice organisation can download them.

If you chose to send a file to Xero, a cloud icon next to that chip shows its status: orange means it is still on its way, green means it has been attached in Xero, and red means Xero rejected it. Hover over a red icon to see the reason, for example a file with the same name already attached to that invoice.

QuickBooks organisations

You can attach files to notes in QuickBooks organisations too, and download them from Paidnice in the same way. Sending attachments to QuickBooks is not currently supported, so the Also send attachments to QuickBooks checkbox is always disabled.

Note: attachments cannot be removed once a note is saved, so double-check the chips before you click Add Note. The note text itself is still synced to your accounting system as a history note, as described in our Escalations article.

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