Expense Attachments

Expense Attachments

Attaching documents to expense records in EquiBillBook helps maintain proper documentation, support audit requirements, and provide proof of expenses. This guide explains how to attach and manage documents with expense records.

Why Attach Documents to Expenses?

Attaching documents to expenses is important because:

• Provides proof of expense (receipts, invoices, bills)
• Supports audit and compliance requirements
• Helps in expense verification and approval
• Maintains organized documentation
• Facilitates tax filing and deductions
• Provides reference for future queries

Types of Documents to Attach

Common documents attached to expenses include:

• Receipts: Cash receipts, payment receipts, purchase receipts
• Invoices: Vendor invoices, supplier invoices, service invoices
• Bills: Utility bills, phone bills, internet bills
• Contracts: Service agreements, rental agreements
• Statements: Bank statements, credit card statements
• Travel Documents: Airline tickets, hotel bills, travel invoices
• Other Supporting Documents: Any other relevant documentation

Attaching Documents When Creating Expenses

To attach documents when creating an expense:

1. Navigate to Expense → Add Expense
2. Fill in the expense details
3. Look for the "Attachment" or "Upload Document" section
4. Click "Choose File" or "Browse"
5. Select the document file from your computer
6. The file name should appear indicating it's selected
7. Click "Upload" or "Attach" (may happen automatically)
8. Save the expense record

Supported File Formats

Common supported file formats include:

• Images: JPG, JPEG, PNG, GIF (for scanned receipts, photos)
• PDF: PDF files (for invoices, bills, statements)
• Documents: DOC, DOCX (for contracts, agreements - if supported)
• Other: Check your system for specific format requirements

File Size Limitations

Be aware of file size limits:

• Most systems have maximum file size limits (e.g., 5MB, 10MB per file)
• Compress large images if needed
• Split large documents if necessary
• Check system settings for specific size limits

Attaching Multiple Documents

If your system supports multiple attachments:

• Click "Add Another File" or "+" button to add more documents
• Select multiple files at once if the file picker supports it
• Ensure all related documents are attached
• Organize attachments logically (e.g., receipt first, then invoice)

Viewing Attached Documents

To view attachments:

• Open the expense record
• Look for the attachments section or attachment icon
• Click on the attachment to view or download
• Attachments may open in a new window or download to your computer
• Some systems show thumbnail previews for images

Managing Attachments

You can manage attachments by:

• Adding: Add more attachments to existing expenses (if editing is allowed)
• Viewing: Open and review attached documents
• Downloading: Download attachments for offline viewing or backup
• Removing: Delete attachments if needed (may require edit permissions)
• Replacing: Replace existing attachments with updated versions

Best Practices for Attachments

• Attach promptly: Attach documents when creating expenses
• Use clear file names: Name files descriptively (e.g., "Receipt_OfficeSupplies_2024-01-15.pdf")
• Ensure quality: Scan or photograph receipts clearly and legibly
• Include all relevant documents: Attach all supporting documents
• Organize logically: Attach documents in a logical order
• Verify uploads: Confirm attachments uploaded successfully
• Keep backups: Maintain backups of important documents

Scanning and Photographing Receipts

Tips for digitizing receipts:

• Use mobile apps: Many apps can scan receipts directly
• Ensure clarity: Make sure text is readable and in focus
• Good lighting: Use adequate lighting when photographing
• Full capture: Ensure the entire receipt is visible
• Proper format: Save in PDF or high-quality image format
• Compress if needed: Reduce file size while maintaining readability

Document Retention

Consider document retention policies:

• Follow legal requirements for document retention periods
• Keep documents for tax audit periods (typically 3-7 years)
• Ensure secure storage of sensitive documents
• Back up important documents regularly

Troubleshooting Attachment Issues

If you encounter issues:

• Check file format is supported
• Verify file size is within limits
• Ensure you have upload permissions
• Try a different browser if upload fails
• Check internet connection for large files
• Contact support if problems persist

Next Steps

After understanding expense attachments:

• Start attaching documents to all expense records
• Establish a process for document attachment
• Train team members on proper attachment practices
• Review and verify attachments periodically
• Set up backup processes for important documents