Attachments in Estimates and Invoices

You can now attach up to 10 files (with a 20MB total size limit ) directly to your estimates, invoices, recurring invoices, and estimate templates. This new feature allows you to include supporting documents like specifications, terms, or visuals—helping you deliver a more professional and informative package right from the start. Read on to learn how to use attachments and make your client communication more seamless.

• Users can now attach up to 10 files to an estimate which will go along with the email.
• Total file size limit is 20MB per estimate.
• Attachments provide flexibility to include additional documents like specifications, terms, or visual materials.
• Invoices
• Recurring Invoices
• Estimates
• Estimate Templates

How to Use?

• Go to the Estimates section under the Payments tab.
• When creating or editing an estimate, look for the attachment icon.
• Click the icon to upload files from your device.
• Ensure that the total size of all attachments does not exceed 20MB.
• Users will receive these attachments in the emails
• To streamline sharing of detailed and supporting documents with clients.
• Provides a professional, comprehensive package within the estimate.
• Helps users communicate clearly, avoiding back-and-forth exchanges for additional details.

• Editing in recurring invoices
• Editing in invoices with payment schedules
• Reminder configurations within business hours

Before you begin

“Attachments in Estimates and Invoices” is part of the Payments → Subscriptions area in Adaptive AI. Create and manage recurring billing and subscription records. Payment settings can create real charges, invoices, subscriptions, tax records, and customer notifications. Use a controlled test and verify the complete financial record before relying on the setup. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Confirm the correct payment provider is connected to the correct business and determine whether you are working in test or live mode.
• Verify currency, price, billing frequency, tax behavior, product or variant details, and customer-facing description.
• Use a clearly labeled internal test customer and avoid using a real customer record while validating a new configuration.
• Review the email, receipt, invoice, estimate, fulfillment, or subscription notifications that the transaction can trigger.
• Confirm your user role permits the intended change and that accounting or fulfillment owners know how the result should be handled.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Preview the customer-facing amount, schedule, terms, product details, and payment method before submitting a controlled test.
2. 2Complete the test and confirm the order, transaction, invoice, estimate, or subscription appears with the expected status.
3. 3Verify the customer record, payment timeline, receipt, internal notification, and connected workflow all contain matching information.
4. 4Check the payment provider or connected accounting system to confirm the same amount, currency, identifier, and status were recorded.
5. 5Validate the next billing date, cancellation behavior, inventory effect, or fulfillment action when the configuration is recurring or product-based.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Confirm test and live credentials are not mixed and that the selected product or price belongs to the connected provider account.
• Check required customer fields, currency support, payment-method availability, and any provider decline or validation message.
• Compare Adaptive AI and provider timestamps or identifiers when a payment exists in one system but not the other.
• Review connected workflows and notifications separately from the transaction when payment succeeded but follow-up did not run.
• Do not repeatedly submit a live charge while diagnosing; use logs and a controlled test to avoid duplicate billing.

Best practices

• Use consistent product, price, invoice, and subscription names that make reports and customer statements easy to understand.
• Document refund, cancellation, fulfillment, tax, and failed-payment responsibilities before accepting live transactions.
• Restrict payment-setting access to appropriate staff and review provider connections whenever administrators change.
• Test every new checkout or recurring schedule with the smallest safe test scenario before sharing it publicly.
• Reconcile platform and provider records regularly rather than relying on a single dashboard as the financial source of truth.