Item Documents (Spec Sheets, Manuals)
When communicating with customers through quotes, bookings, contracts, and similar documents, it is often necessary to include additional informational materials such as Occupational Health and Safety (OH&S) documents, specification sheets, and manuals. This article outlines two primary methods for incorporating these documents into your communications.
Methods for Including Informational Documents
There are two main approaches to include informational documents when sending quotes, bookings, or contracts:
Attach files directly to the items and include these attachments when emailing.
Add cloud drive links to the items and include these links or QR codes in the quote, booking, contract, or delivery docket documents attached to the email.
1. Attaching Files to the Items
To attach files directly to items, navigate to Setup > Items. Select the item you wish to edit and click the paperclip icon located at the top-right corner to attach a file, typically in PDF format. These attachments can then be included when emailing a Quote, Booking, or Contract. For further information, please refer to our help guide.
2. Adding Cloud Drive Links to the Items
This approach offers several advantages over uploading PDF files directly to the item in the setup. You can utilise a sub-directory on your website or a cloud drive service such as Microsoft SharePoint, Google Drive, or Dropbox to host your documents. By obtaining a public read-only shared link, your customers can easily access the PDF documents. For more details, consult our help guide.
Customising your report templates (Quote, Booking, Contract, or Delivery Docket) to include the cloud drive link for any items on the job is essential. Using cloud drive links eliminates the file size limitations imposed by HirePOS (currently 4MB), allowing you to include larger files as dictated by your cloud drive provider. This method enhances email efficiency, as you are only sending links rather than large attachments. Additionally, you can customise your documents to automatically include QR codes, enabling customers to scan the code with their mobile devices to access the document or simply tap the link to launch it.