Enable Attachments

Electronic Invoicing with Sproom enables automatic inclusion of file attachments when sending OIOUBL electronic invoices and credit memos. The Enable Attachments feature ensures that your trading partners receive all supporting documentation — contracts, delivery notes, specifications — alongside the structured XML data, reducing follow-up requests and speeding up invoice processing.

Feature Overview

Enable Attachments embeds file attachments from the original posted sales document directly into the electronic invoice or credit memo XML. Attached files are encoded and included as additional document references within the OIOUBL structure, allowing the recipient's system to extract and display embedded documents alongside the invoice data. This eliminates the need for separate emails or file transfers to share supporting files with your customers.

Typical Use Cases / User Stories

A sales administrator sends an electronic invoice for a project delivery and needs the signed contract attached so the customer can match the invoice to the agreement without requesting additional documentation.
As an accounts receivable clerk, I want delivery notes automatically included with my electronic invoices, so that my customers can verify received goods against the billed amounts.
A finance manager needs to attach a detailed cost breakdown spreadsheet to a credit memo so the customer understands exactly which items are being credited and why.
As a billing coordinator handling international customers, I want supporting customs declarations embedded in the electronic invoice, so that my customers can process import paperwork without delays.
A project accountant sends a final invoice with attached time sheets and expense receipts, giving the customer full transparency into the billed hours and costs.

Key Concepts

Global vs. customer-level setting: Enable Attachments can be configured globally on the Sproom Service Settings page. Additionally, the setting can be overridden per customer through the Document Sending Profiles, allowing you to enable attachments only for customers who require them.
Source document attachments: Only attachments linked to the original posted sales document (invoice or credit memo) are included. The feature does not pull attachments from other related records.

Relations to Other Features or Apps

Enable Attachments extends the standard Business Central OIOUBL electronic document generation by adding attachment capabilities that are not available out of the box.
The setting can be customized per customer through the Document Sending Profiles, which are part of the Document Handling framework. This means you can tailor attachment behavior for specific customers without changing the global default.
Enable Attachments works alongside Include Invoice as PDF — when both are active, the recipient receives the source document file attachments as well as a rendered PDF copy of the invoice.

Frequently Asked Questions

Can I enable attachments for specific customers only?
Yes. While Enable Attachments can be set globally on the Sproom Service Settings page, it can also be overridden per customer using the Document Sending Profiles. This allows you to enable file attachments only for the customers who need them.

Which files are included as attachments?
Only files attached directly to the posted sales invoice or sales credit memo are embedded in the electronic document. Attachments on related records such as the sales order or customer card are not included automatically.

Does enabling attachments change the electronic document format?
The OIOUBL XML structure remains fully compliant. Attachments are added as Base64-encoded additional document references inside the XML, which is a standard part of the OIOUBL specification.

When This Feature Adds Value

Your customers require supporting documentation (contracts, delivery notes, specifications) together with the electronic invoice.
You want to reduce manual work by eliminating the need to send attachments separately via email after issuing an electronic invoice.
Different customers have different attachment requirements, and you need the flexibility to enable or disable file attachments on a per-customer basis.