This post is part of our guide to using Odoo Community's Invoicing module as a CRA-ready record-keeping system. Read the full guide here.
Why attaching documents to the record matters
The goal is simple: if CRA ever requests backup documentation for a specific expense, you open the bill in Odoo and the receipt is already there. You are not searching through a filing cabinet or an email history two years later. That outcome only happens if you build the habit of attaching documents at the time you create the invoice or bill — not after the fact.
How attachments work in Odoo Community
Odoo's attachment system is built into every record — invoices, bills, customer records, vendor records, products. Attachments are stored directly in the database, linked to the specific record, and visible immediately when you open that record. No separate filing system, no external folder to maintain.
Supported file types include PDF, JPEG, PNG, DOCX, XLSX, and most common file formats.
How to attach a document to a sales invoice
Navigation: Invoicing → Customers → Invoices → open an invoice
There are two ways to attach files:
Method 1 — Drag and drop
- Open the invoice record.
- Drag a file from your desktop or file manager directly onto the invoice form. A blue border appears to indicate the drop zone is active.
- Release. The file attaches immediately and appears in the Attachments count in the top-right corner of the form (a paperclip icon with a number).
Method 2 — Upload via the chatter
- Open the invoice record.
- Scroll down to the chatter (the activity log at the bottom of the form).
- Click the paperclip icon (Attach Files) in the chatter toolbar.
- Select the file from your computer.
- The file uploads and appears as a linked attachment in the chatter and in the attachments count at the top of the form.
Both methods produce the same result — the file is linked to this specific invoice record permanently.
How to attach a document to a vendor bill
Navigation: Invoicing → Vendors → Bills → open a bill
The process is identical to invoices above. Drag and drop onto the bill form, or use the paperclip icon in the chatter.
For vendor bills, attach:
- The original supplier invoice or receipt (PDF preferred)
- Any purchase order the bill relates to
- Remittance advice or payment confirmation once paid
What to attach and where
| Record type | What to attach |
|---|---|
| Sales invoice | Signed contract, work order, delivery note, proof of service completion |
| Vendor bill / expense | Supplier invoice PDF, receipt, remittance advice, payment confirmation |
| Recurring vendor | Master service agreement (attach to the vendor contact record, not each individual bill) |
For vendor bills especially: if CRA questions an expense deduction, the attached original supplier invoice is your primary evidence. The Odoo bill record alone — without the source document — is not sufficient backup.
Viewing and downloading attachments
- Open the invoice or bill.
- Click the paperclip icon in the top-right of the form (shows the count, e.g., "3").
- A panel opens listing all attached files. Click any file to preview or download it.
To share attachments with your accountant, download them from the individual records and include them alongside your invoice history export.
Building the habit: attach at the time of entry
The system only works if documents are attached consistently. Two practical approaches:
At invoice creation: When you create or confirm an invoice, immediately attach the relevant contract or work order before moving on. It takes ten seconds and means the record is complete from day one.
At bill entry: When you receive a supplier invoice by email, download the PDF and attach it to the Odoo bill record as you enter it. Do not batch this — the attachment is easiest to locate when the bill is still fresh.
Community vs. Enterprise boundary
Odoo Community's attachment system is fully functional for the use case described here. Odoo Enterprise adds scan-to-bill OCR (automatically creating a draft bill from a scanned receipt) and more advanced document management. The manual attachment process in this post works in Community without any additional modules.
Quick checklist
- Every confirmed sales invoice has the relevant contract or work order attached
- Every posted vendor bill has the original supplier invoice or receipt attached
- Payment confirmations attached to paid bills where relevant
- Attachments verified by checking the paperclip count on each record before year-end
Accuracy note
The attachment process described above reflects Odoo Community's Invoicing module. Interface details may vary slightly between Odoo versions. Consult your accountant for guidance on which specific documents CRA requires as backup for your business type and expense categories. This post does not constitute accounting or tax advice.
If you want to test Odoo Community's invoicing and document features in a live instance before committing, our 14-day trial gives you full access with no credit card required.