Store Purchase Paperwork with Each Asset, Privately

3 min read

What is this?

Every asset has a Purchase Paperwork area in its Asset Financials. Drop in the invoice, bill of sale, or title, and it stays with the purchase price and date it backs up. Only people allowed to see what you paid for a machine can see these documents. Everyone else never sees the area at all.

Purchase Paperwork area in Asset Financials with an uploaded bill of sale

Who's this for?

Equipment managers, keep the bill of sale and title on the asset, not in a filing cabinet.
Office and accounting staff, find the purchase invoice in seconds when an auditor or insurer asks.
Company owners and admins, keep purchase prices private from operators, mechanics, and parts staff.

How to use it

Step 1: Open the asset

Go to Organization > Assets and click the asset you bought.

Step 2: Click Edit Asset

Click the three dots at the top of the asset panel, then click Edit Asset.

Step 3: Open Asset Financials

Click Asset Financials on the left. The Purchase Paperwork area sits below the purchase price and date.

Asset Financials with an empty Purchase Paperwork drop area

Step 4: Drop in your paperwork

Drag a PDF or photo onto the dashed box, or click it to browse. You can add several files at once. Each one shows who added it and when.

Bill of sale listed under Purchase Paperwork with uploader name and date

The full details

Works on: Web app.
File types: PDF and images (JPG, PNG, HEIC, WebP, GIF, AVIF). Other files are turned away with a message.
Saving: Files save as soon as they upload. You don't need to click Save.
Open or download: Click the file name.
Remove: Click the remove icon on one file. The other files stay put.
Who can see it: Only roles with the equipment purchase cost permission. By default, that is every role that can both add and edit assets, usually admins and managers.
Everyone else: The Purchase Paperwork area and the purchase price are hidden completely. There is no lock icon or empty box to hint that documents exist.
Separate from other attachments: Manuals and photos added to the asset's regular attachments keep working the same way and are not affected.

Tips

Add the paperwork the day the machine arrives, while the deal is fresh and the papers are on your desk.
A phone photo of a paper title works fine. You don't need a scanner.
Keep purchase documents here, not in the asset's regular attachments. Regular attachments can be seen by anyone in your company.
If a manager can't see the area, ask your admin to check that their role can add and edit assets.