Attachments

Attachments at Company Level

In BestInvoicing you can upload multiple attachments to send along with your emails. The most common attachment is the overview of General Terms and Conditions. These attachments can be sent as a separate file or integrated in a BestInvoicing document (e.g. invoice or proposal) as first or last page(s). Other examples of attachments are e.g. a formatted cover sheet for a proposal, a brief introduction of your company, etc.

Attachment Settings

At the top of the attachment overview window, you can indicate how you want to connect your documents or attachments to outgoing emails.

By default you will be able to offer your document both as a PDF file and as a UBL document.

UBL (Universal Business Language) is the standard format for electronic invoicing. It contains your document data in an xml file, which can be quickly processed by a computer. An accounting program can quickly read the file and process the information (from your invoice, for example). Read more about the use of UBL files here.

You can also choose to have all your uploaded attachments selected by default for sending with each e-mail.

General Terms and Conditions

BestInvoicing provides three ways in which to add general terms and conditions:

• As first or last page in the PDF-file of a document (e.g. an invoice)

• As a separate attachment to an email when sending a document (e.g. a proposal)

• As additional text at the bottom of a document (e.g. in a footer), only applicable to very short terms and conditions

General Terms and Conditions as First or Last Page in the PDF-File of a Document

To add the general terms and conditions as the first or last page in a certain document (e.g. as the last page of an invoice) follow the next steps:

• From the top right menu (email address), go to 'Company Settings'

• Select the 'Attachments' tab

• Click the green button 'Upload attachment' next to 'General Terms and Conditions'

• Select the file you wish to upload

If you select a PDF file, it can be merged with a document to be sent (e.g. invoice or quote). The PDF page(s) at the front or back form one document with the invoice or quotation. If you select a Word file, merging will not be possible and the attachment will be sent as a separate file.

Once the attachment has been uploaded, you can determine in the overview via the yellow 'Settings' button whether or not the file should be merged with another document, and if so, in which way (e.g. at the end of an invoice, as the first page of a proposal, ...).

The terms and conditions will now be inserted before or after each document, as determined above.

General Terms and Conditions as a Separate Attachment to an Email When Sending a Document

To add the terms and conditions as a separate attachment to an email, follow these steps:

• From the top right menu (email address), go to 'Company Settings'

• Select the 'Attachments' tab

• Click the green button 'Upload attachment' next to 'General Terms and Conditions'

• Select the file you wish to upload

Once the attachment has been uploaded, you can indicate in the overview via the yellow 'Settings' button whether you want to send the document as a default attachment to an email, for example.

The terms and conditions will be attached to each email as a separate attachment.

General Terms and Conditions as Additional Text at the Bottom of a Document

It is also possible to add general terms and conditions at the bottom of a document. However, this is only suitable for short conditions as otherwise the conditions would always be split over multiple pages. You can add these terms and conditions in the bottom text. Read here how to change the default bottom text for your documents.

Other Attachments

In addition to the terms and conditions, it is certainly possible to add other relevant attachments. In the example below, the customer, a telecom company, uploads a PDF document containing information regarding the start of installation works.

Again using the yellow 'Settings' button, this attachment can also be configured so as to be merged with e.g. every proposal, as last pages of the document.

Attachments Connected to Specific Documents

In addition to the general terms and conditions, it is also possible to add relevant attachments directly to a document (invoice, proposal, etc.). Examples are e.g. a timesheet for an invoice, a product catalog for a proposal, ...

To upload and send an attachment with a single document, go to the document summary screen (proposal, invoice, delivery note, ...). To the left of the timeline you will see a tab 'Attachments'.

In this tab you can now upload the specific attachment you want to add, by dragging it directly into the upload frame.

The uploaded attachment now appears in the list: via the yellow button 'Settings' you can indicate how you want to send it along with the invoice, e.g. just as an attachment to the e-mail, or merged with the invoice.

Sending a Document with an Attachment

Again, go to the 'Summary (document)' tab. Click there on 'Send via email', or if this button is not immediately visible, go to the blue button 'Actions' and from there 'Send via email'.

Depending on how this attachment was configured (see yellow 'Settings' button above), the recipient will now receive the additional attachment either as a separate attachment to the email, or as the first/last page of the invoice sent to them via email.

In the example above the attachment ('Your project's about ...') is not automatically checked when sending an e-mail. If you do want to send this attachment along with this particular e-mail, you can simply tick the box.