Using Attachments

Easy Books can attach files to different kinds of items such as Transactions, Estimates and Statements. You might find this useful if...

  • You have paper or electronic receipts for purchases that you might need to refer to in the future.
  • You make calculations of work and costs involved as you prepare estimates.
  • You want to link bank and credit card statements to your reconciled statements in Easy Books to prove accuracy.
  • You sell stock and want to store product brochures, data sheets, supplier details or product photos.
  • You want to record extra information about customers, suppliers and bank accounts.

The system works by accepting a file for upload into your account and associating it with a transaction, estimate or statement. Once the upload has completed, the file is made available to other devices syncing the same business.

Purchases

Enter a purchase using the information from your receipt. Then attach the receipt itself as evidence. If you are audited and asked to supply evidence of entries, you can quickly find the original scanned receipt.

If you have paper receipts or invoices, you can either scan them on the Mac or use the document scanner in Easy Books for iOS. Using the built-in camera, the app identifies what it thinks is a receipt and highlights the edges. When you take the photo, you can adjust the corners manually if you want to. After that, we correct the perspective and save the image as a new attachment.

If you have receipts in electronic form, either drag them from into Easy Books or use the file picker to select them from your iCloud drive.

Estimates

When you're asked to provide an estimate, you usually generate paperwork in the form of calculations of costs and a breakdown of the work involved. Now you can record all this additional information alongside the estimate itself. If you're lucky enough to receive the order, you can quickly refer back to the original documents, even when you're away from the office.

Statements

It's common practice to reconcile your bank and credit card statements to ensure accuracy. Attach a copy of the bank statement as evidence, should you be asked to provide it.

You may also find you start reconciling a statement and cannot finish it in one go. With the scanned copy attached to the statement, you can come back to it later - on another machine if you need to - and complete the process.

Availability

The attachments feature is included in the Gold Plan and is available on the following platforms:

  • iOS - iOS 11 or later.
  • Mac - macOS 10.12 (Sierra) or later.

Do you have a subscription to one of the other plans? If so, upgrade it by signing in at sync.easybooksapp.com.


What kind of documents are supported?
  • Images (JPEG, TIFF & PNG)
  • Text files (Plain Text, Rich Text, Markdown, CSV, HTML, XML)
  • PDF files
Are there any limits on file size?
Plan: Bronze Silver Gold
Individual File N/A 20MB 20MB
Account Limit N/A 5GB 100GB

What happens if my subscription expires?

If your subscription expires, the system will backup all the files you uploaded into a single archive. Your data will be available to download for 30 days before being deleted. It is not currently possible to restore the links between documents and transactions once the files are deleted.

Can I download my files if I want to?

Yes. Sign in to your account at sync.easybooksapp.com and find the Attachments tab. You can request a backup of all your files. Since this can take some time to prepare, you will receive an email once the archive is ready. Simply re-visit the page when the archive is ready and you can download it.

How does the system work on devices with limited free storage?

Easy Books stores copies of files on your device, but alters its behaviour when a device has less than 10% of its storage capacity available. In this case, older files are removed from the device in the order they were added. When you try to view an attachment that has been removed, it will be downloaded from the service, then remain on the device for at least a week.