What is the File Manager?
The File Manager (formerly called the Gallery) is your account's central media library — think of it as your phone's camera roll, but work-only and stored in the cloud. Every photo, video, and document taken in or uploaded to your QuoteIQ account lives here, automatically organized by where it came from and synced across every device on your team.
Because files are stored in the cloud (not on any single phone), a dead, lost, or upgraded phone never costs you your job photos. Log in on a new device and your entire archive is already there.
Availability: The File Manager is on every plan, with storage by plan: 25 GB on Essentials, 125 GB on Beginner, 250 GB on Pro, 500 GB on Elite and 1 TB on Max. The web and mobile apps work identically.
Storage Limits and Storage Packs
The File Manager shows how much storage you've used.
If you reach your limit, QuoteIQ tells you and lets you upgrade your plan or add a storage pack: +100 GB ($9.99/month or $99.99/year), +500 GB ($34.99/month or $349.99/year) or +2 TB ($99.99/month or $999.99/year).
Files you've already uploaded stay where they are. When you're at your limit, only new uploads are paused.
Where to find it
In the sidebar, open the Tools dropdown and select the File Manager (labeled Gallery in earlier app versions). The path is the same on web and mobile.
The storage card
At the top of the File Manager you'll see your storage card. It shows:
Total usage — how much of your plan's storage you've used, as an amount and a percentage
A breakdown by type — separate tiles for Photos, Documents, and Videos
A Manage storage button — opens tools for reviewing and freeing up space
Browsing your files
Category tabs
Across the top: All / Photos / Documents / Videos. Documents include PDFs (like saved estimates and invoices), and videos are stored as playable .MP4 files — tap one to play it right in the File Manager.
Source filter chips
Below the tabs is a row of filter chips, each showing a live file count and total size. One tap isolates everything from that source:
Favorites — files you've hearted
Job — photos and files captured on jobs
Before/After — images from Before/After AI
Estimate — files attached to estimates
Invoice — files attached to invoices
Chat — media from customer conversations
Deal — files saved on deals in your pipeline
Uploaded — anything you've added directly
Files tag themselves with their source automatically — there's nothing to file manually.
Three view modes
Use the icons in the top-right (next to search and sort) to switch views:
Timeline grid — thumbnails grouped by date (Yesterday, May 29, and so on), each with a file-size badge.
Browse view — Quick Access shortcuts (This Week, Large Files, PDFs), your Albums, and a Sources list showing each source as a folder with its file count and total size.
List view — a Recent thumbnail strip up top, then detailed rows showing filename, source tag, file size, date, and a three-dot actions menu.
Sorting and searching
The sort menu (top-right) offers six orders: Newest first (default), Oldest first, Largest first, Smallest first, Name A–Z, and Name Z–A.
The search icon searches by filename.
File actions — the three-dot menu
Every file has a three-dot menu with the full set of actions:
Save as template
Pin to top
Add to favorites
Rename
Edit photo (on phones and tablets)
Copy link
Share
Add to album
Link to... — connect the file to a record in your account
File details
Move to trash
Uploading files
Tap the floating + button (bottom-right) to upload files directly into the File Manager. Uploads appear under the Uploaded source chip. This is handy for logos, insurance certificates, licenses, or photo archives from before you used QuoteIQ.
Albums
Albums let you group files however you like — a marketing-shots album, a warranty-claims album, a best-transformations album. In Browse view, tap + New Album, name it, and tap Create. Add files to it from any file's three-dot menu via Add to album.
Albums are for internal organization only — they can't be sent to customers.
Favorites
Tap Add to favorites in any file's three-dot menu to heart it. The Favorites filter chip then pulls up all your favorited files in one tap — perfect for the photos you reach for constantly.
Free Up Space
The broom icon in the toolbar opens Free Up Space — it shows a notification badge when there's something worth cleaning. It scans your library into three categories, each with its own one-tap Clean up button:
Duplicate copies — exact copies found across your library (for example: 30 copies · 72 MB). Cleaning removes the duplicates and always keeps the originals.
Largest files — your biggest storage users lined up so you can decide what stays.
Unavailable files — files that are no longer accessible, cleared in one tap.
If you ever see a "file is unavailable" banner at the top of the File Manager, this is where you clean it up.
Tips
Shoot through QuoteIQ Cam and attach photos as you work — every file lands in the File Manager already tagged by source, so organization happens automatically.
Use Largest first + the Large Files shortcut when you want to manage storage quickly.
Everyone on your account sees the same library — new phones and new team members just log in and it's all there.
FAQs
Which plans include the File Manager?
Every plan. Storage depends on your plan: 25 GB on Essentials, 125 GB on Beginner, 250 GB on Pro, 500 GB on Elite and 1 TB on Max.
What happens if I run out of storage?
Your existing files stay put; only new uploads pause. Upgrade your plan or add a storage pack (+100 GB, +500 GB or +2 TB, billed monthly or yearly) to keep uploading.
Is the File Manager different on mobile vs. web?
No — the features and layout are the same on both, except photo editing, which is on phones and tablets.
Does cleaning up duplicates delete my photos?
No. The duplicate cleaner only removes extra copies; the originals are always kept.
Can I share an album with a customer?
Not currently — albums are for organizing files internally. You can share individual files using Share or Copy link in the file's three-dot menu.
What can I search by?
Filenames.
Questions? Reach out to support through the chat bubble and we'll help you out.