The file library

Library → Files holds the images, PDFs and documents you attach to quotes. Upload a file once and attach it to as many quotes, items and templates as you like.

Upload files

Go to Library → Files and choose Upload files, or drop files on the page. You can add JPG, PNG, GIF and WebP images, PDFs, and Word, Excel, PowerPoint and OpenDocument files, up to 20 MB each; other types, such as the text, CSV, RTF and ZIP files the editor accepts, cannot be kept in the library. Large photos are scaled down to 2,400 pixels on their longer side to save space; GIFs are never scaled. Files you upload while attaching them to a quote or template are added to the library too, unless you untick Save to the file library.

What each file has

A file name, which customers see and download. Each name is used once in the library: if it's taken, a number is added, such as brochure (2).pdf.
Its size.
An optional title, shown in the library instead of the file name, and an optional description.
When it was last updated, and by whom.

Attach a file to a quote or template

In a quote or template, choose Add file under Attachments, then pick a file from the library or choose Upload new. To attach a new file to this quote or template only, untick Save to the file library first; the choice is remembered. A file attached this way can be added to the library later with Save to library in the Attachments list. See Formatting, images and attachments.

What your customer sees

Attached files appear as cards with the name and size. Images and PDFs show a preview and open in a viewer on the page; Word, Excel and PowerPoint files show their type. Every card has Download.

Where a file is used

Each file in the library shows how many quotes and templates it is attached to. Click a file to see its details and the list of those quotes and templates, with their status; click one to open it. Accepted and declined quotes are marked keeps this version: they won't change if you replace the file.

Edit, replace or delete

Use a file's ⋯ menu:

Edit details… changes the file name (its type stays the same), the title and the description. Drafts, live quotes and templates show the new file name; accepted and declined quotes keep theirs.
Replace… uploads a new version, for example an updated brochure. Drafts, live quotes and templates that use the file show the new version straight away. Accepted and declined quotes keep the version the customer saw.
Delete… lists the quotes that use the file before you confirm. It is removed from drafts, live quotes and templates; accepted and declined quotes keep their copy.

Storage

Each plan includes an amount of storage. Everything your organisation uploads counts: library files, attachments, and images and files in rich text. The Files page and the dashboard show how much is used; from 80% the bar changes colour and is marked Almost full, and Full when there is no room left. When there isn't enough room for a file, the upload is refused with a message: delete files you no longer need, or choose a bigger plan under Settings → Plan & billing.