Why can’t I share invoice files as email attachments?
A single invoice PDF may fit in an email. Add a statement, scanned packing slip, and warehouse photo, and it will not. Gmail does not accept attachments over 25 MB; Outlook’s limit is approximately 20 MB.
An incomplete package leaves accounting with missing information. Send only the invoice, and there is no delivery record. Send only the statement, and it may be unclear which invoice it relates to. Reducing a scan’s size can also make the text unreadable.
The package accounting opens should contain the files you added. This is not where you issue the original invoice.
| Method | What happens | For invoices and supporting documents |
|---|---|---|
| Gmail or Outlook attachment | Attachments over 20–25 MB will not send | A single PDF may fit; the package will not |
| Invoice only | Supporting documents are left out | Accounting records are incomplete |
| Reducing scan size | Text may become unreadable | Risky |
| Shared drive | Requires an account; availability may be unclear | Use with care |
| SendGB link | Files stay intact; no account required | Suitable for sending copies |
The example above is one period’s package: a warehouse photo, packing slip scan, contract, statement, and invoice. A proposal is a separate file. Use the business proposal guide to send it.
Original invoices and file copies
You issue invoices through your own system and handle any required tax filings there. We do not connect to tax authorities. We do not apply tax seals. We do not calculate VAT.
What you send here is the invoice’s PDF copy and its supporting documents. If the folder includes XML, it downloads unchanged too. We do not validate XML files or submit them to tax authorities.
| Invoice issuance | SendGB package | |
|---|---|---|
| Purpose | Issuing the original invoice | Sending PDFs, statements, and supporting documents |
| Who handles it | Your own system | You upload the files |
| Amount | The amount you invoice | Whatever is in the file stays intact |
| Payment | Your bank and your records | A download is not payment |
| What we do | We do not issue invoices or submit tax filings | We do not open the files |
PDF and JPG files can be opened on the download page. Excel files cannot. For details on sending statements, see the Excel file guide. For PDFs, see the PDF file guide.
Send supporting documents together
A statement lists debits and credits for a period. A delivery note documents the delivery of goods. Both should accompany the invoice.
| File | Purpose | If missing |
|---|---|---|
| Invoice PDF | A copy showing the amount | It is unclear which invoice is involved |
| Statement | Debits and credits for the period | Line items are scattered |
| Delivery note | Documents that the goods were dispatched | No written delivery record |
| Contract | Shows which work was invoiced | The scope must be found elsewhere |
| Delivery photo | Shows the work on site | Only the amount is sent |
Folder names are preserved when the recipient downloads the entire transfer. Clicking a single photo downloads only that file. If you have many invoice PDFs, the free limit is 500 files. See the folder transfer guide for details.
Add a password. Send the password separately from the link. Keep invoice amounts from being accessible to anyone who sees the link.
This link is not an archive for legally required record retention. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. SendGB Extra keeps files for up to 1 year. Keep the original record in your own accounting system.
Is 5 GB enough for an invoice package?
One period’s invoices, statements, and a few scans often fit within 5 GB. Years of scanned records may not. The limit is based on total size and file count, not the number of invoices. Separate PDFs totaling more than 500 files also exceed the file count limit. We do not guarantee an invoice count.
| What you are sending | Typical size | Which option is enough |
|---|---|---|
| Single invoice PDF | Usually a few MB | Free, no sign-up, up to 90 days |
| Invoice, statement, and delivery note | Tens of MB | Free |
| Package with delivery photos | May reach hundreds of MB | Free if it fits |
| Years of scanned records | Tens of GB or more than 500 files | SendGB Extra, 500 GB per transfer |
| Archive over 500 GB | One transfer | SendGB Exceed, up to 1 TB |
SendGB Extra starts at €29.90 per year. It includes 2,500 files and 1 TB of storage. SendGB Extra keeps files for up to 1 year. It suits businesses that frequently send large packages. This period does not replace legally required record retention.
SendGB Exceed does not require membership. A 1 TB transfer costs €9.99. You can send 2,500 files. The code can be used once and is valid for 1 year. The link stays available for 7 days. It is enough for an occasional very large archive.
If you enter your email address, you receive one notification when a download starts. With email delivery, you are notified once per recipient. With link delivery, you are notified once per transfer. If the same person downloads again, you do not receive another email. The notification does not mean the invoice has been paid.
How to send
- 1
Add your files
Put the invoice PDF, statement spreadsheet, packing slip, and delivery photos in the same folder. Add the folder to the upload box. The free limit is 5 GB total.
- 2
Send the link
Email the link to accounting or copy and paste it into a message. Add a password. Send the password separately from the link. If you enter your email address, you receive one notification when a download starts.
- 3
The recipient downloads
The recipient downloads from the link and does not create an account. PDF and JPG files can be opened on the download page. Excel files cannot. The recipient opens those files in their own software. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. SendGB Extra keeps files for up to 1 year.
What happens to your file?
- We do not alter your files. Amounts, dates, and supporting documents stay intact.
- Invoices, statements, delivery notes, and photos go in the same transfer.
- Names are preserved when the entire folder is downloaded. Downloading a single file does not recreate the folder structure.
- If you enter your email address, you receive one notification when someone starts downloading.
What we don’t do
- We do not issue invoices, submit tax filings, apply tax seals, or calculate VAT.
- A download does not mean the invoice has been paid or accepted.
- This link is not an archive for legally required record retention. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days.
- Excel files cannot be opened on the download page. PDF and JPG files can be viewed.
Frequently asked questions
Does this replace issuing an invoice?
No. SendGB transfers existing invoice copies. It does not issue invoices or submit tax filings. You send the invoice’s PDF copy and supporting documents here. You issue the original invoice in your own system.
Can I share invoice XML files too?
Yes. Put them in the folder, and they download unchanged. We do not read or validate the XML or submit it to tax authorities. Any required official submission takes place through the system you use to issue invoices.
Can I send statements and delivery notes together?
Yes, if you put them in the same folder. A statement lists debits and credits for a period. A delivery note documents the delivery of goods. We do not create either document.
Does a download mean the invoice has been paid?
No. A download does not show that payment has arrived or that the invoice has been accepted. The notification only tells you that a download has started. You track payment yourself.
Will the amounts change?
No. We do not open your files. Numbers in the PDF and formulas in Excel stay intact. We do not calculate VAT. Do not delete sheets to make the spreadsheet smaller.
How do I get around Gmail’s 25 MB limit?
Do not attach the package to your email. A single invoice PDF may fit. A scanned packing slip and delivery photo will not. Create the transfer and paste the short link. No add-on is needed.
Can recipients preview the files, and do they need an account?
Recipients can preview PDF and JPG files on the download page, but not Excel files. They download using the link without creating an account. A very large scan may load slowly in a browser. In that case, downloading the file and opening it in their own software is more reliable.
Why are invoice packages large, and how many invoices can I send?
The invoice itself is usually small. Scanned packing slips and delivery photos make the package larger. We do not guarantee an invoice count. Free transfers allow 5 GB and 500 files. If you add each invoice as a separate PDF, an archive with more than 500 files requires SendGB Extra.
How long do the files stay available?
Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. SendGB Extra keeps files for up to 1 year. This is not the legally required retention period for accounting records. Keep the original copy in your own records.
Which option should I choose if 5 GB is not enough?
One period’s package often fits within 5 GB. Years of scanned invoices need SendGB Extra: 500 GB per transfer, 2,500 files, 1 TB of storage, starting at €29.90 per year, with files kept for up to 1 year. For a single archive over 500 GB, SendGB Exceed is enough: no membership, €9.99 for a 1 TB transfer, 2,500 files, and a code that can be used once and is valid for 1 year. The link stays available for 7 days.
Send a download link, not an invoice package as an email attachment
One period’s invoices and supporting documents may fit within 5 GB. Send years of scanned records with SendGB Extra at up to 500 GB per transfer, or with SendGB Exceed at up to 1 TB in a single transfer.
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