Overview
Supporting attachments allows you to add helpful context to an invoice in Vic.ai — receipts, contracts, packing slips, internal notes, or anything else a reviewer might need to approve with confidence.
Attachments live in a dedicated tab inside the Document Viewer, clearly separated from the invoice itself, so the invoice file stays clean while the surrounding context travels with it.
The result: fewer searches across email and shared drives, faster approvals, and a cleaner audit trail.
Why this matters
A modern AP team spends real time chasing context that lives outside the invoice. Supporting attachments bring that context into Vic.ai so your team can:
Approve invoices with the full picture in one place
Reduce back-and-forth between accountants, approvers, and requesters
Maintain a stronger, more complete audit trail — automatically
Who can view, add, or remove attachments
Role | Can view attachments | Can add attachments | Can remove attachments |
Accountant | Yes | Yes (before posting) | Yes (before posting) |
Invoice Approver | Yes | Yes (before posting) | Yes (before posting) |
View-only user | Yes (view & download) | No | No |
A few important rules:
Attachments can only be added or removed before an invoice is posted
Once an invoice is posted, attachments become read-only for everyone, including accountants and approvers
Every add and remove is recorded in the invoice audit trail, including who made the change and when
How to add a supporting attachment
Open the invoice you want to attach a document to
In the Document Viewer, select the Attachments tab
Click Add attachment and choose one or more files from your computer
Once uploaded, your files appear in the Attachments tab. The invoice document itself stays untouched in its own tab
You can repeat this process at any point before the invoice is posted.
How to view a supporting attachment
Open the invoice
Select the Attachments tab in the Document Viewer
Click any attachment to preview it in-app (for supported file types) or download it
The invoice document and its supporting files always stay in separate tabs, so reviewers can move between them without losing their place.
How to remove a supporting attachment
Open the invoice (it must not yet be posted)
Go to the Supporting Attachments tab
Locate the file you want to remove and select Remove
Confirm the removal. The action is recorded in the invoice audit trail
If the invoice has already been posted, the Remove option will no longer be available.
File types and size limits
Vic.ai supports the same file types and per-file size limit (100 MB) for supporting attachments as it does for invoice document uploads today.
The full list of supported file types is shown in the upload screen. Common previewable types include PDFs and images. Other allowed types can still be uploaded and downloaded, even if they don't preview in-app.
What happens when an invoice is posted
Once an invoice is posted:
All supporting attachments become read-only for every user, including accountants and approvers.
Users can still view and download attachments from the Supporting Attachments tab.
The audit trail preserves the full history of when each attachment was added or removed.
This protects your records and keeps post-posting documentation tamper-resistant.
Exports, downloads, and integrations
Full-document PDF download The full-document PDF includes the invoice pages only. To retrieve supporting attachments, download them individually from the Supporting Attachments tab.
ERP and integrations
Customers on Sage Intacct will receive this functionality natively with their Vic.ai integration
For most other ERP integrations, supporting attachments are available to transmit to the ERP for integrations utilizing Vic.ai's API. This enhancement will require integration work, so reach out to your customer account representative if you wish to enable this functionality.
Some ERP connectors are out of scope for this capability at launch.
Note: If you have any questions regarding your specific integration set up or capabilities, please reach out to your Vic.ai account team.
Audit trail
Every supporting attachment activity is recorded automatically in the invoice's audit trail:
When an attachment was added, and by whom
When an attachment was removed, and by whom
Timestamps for each event
No manual logging is required. Audit history is preserved even after the invoice is posted.
Where supporting attachments are stored
Supporting attachments remain in Vic.ai and are accessible via the Document Viewer, the Vic.ai API and invoice transmission for supported integrations. Please reach out to your Vic.ai account team to confirm your specific setup capabilities.
Tips for getting the most out of supporting attachments
Attach early. Adding context during initial review reduces approver questions later.
Use clear file names. "Q2-2026_Contract_Acme.pdf" tells reviewers more than "scan_001.pdf."
Keep it relevant. Attachments should help a reviewer approve — not duplicate what's already on the invoice.
Review before posting. Remember that attachments are locked once the invoice is transmitted to the ERP.
Frequently asked questions
Can I add more than one supporting attachment to an invoice? Yes. You can add as many supporting documents as you need while the invoice is still in review.
Can view-only users see attachments? Yes. View-only users can open and download supporting attachments, but they cannot add or remove them.
Can I remove an attachment after the invoice is posted? No. Once an invoice is posted, attachments become read-only for everyone. This protects the integrity of your audit trail.
Will my supporting attachments appear in my ERP? Attachments are transmitted through Vic.ai's API to all ERPs that utilize the API for integration and natively for customers utilizing Sage Intacct. Some ERP connectors are not in scope at launch. Check with your account team to confirm your specific setup.
What file types can I upload? The same file types Vic.ai supports for invoice document uploads. Common previewable types include PDFs and images.
Will supporting attachments be included if I download the full invoice PDF? The full-document PDF download contains the invoice pages only. Supporting attachments are downloaded individually from the Supporting Attachments tab. They are, however, included in the broader invoice export package.
Is there a record of who added or removed an attachment? Yes. The invoice audit trail captures every add and remove, along with the user and timestamp.
Are supporting attachments visible in approval workflows? Yes. Approvers can review supporting attachments in the same Document Viewer they already use, in a separate tab next to the invoice.
Can supporting attachments replace the invoice document? No. Supporting attachments live alongside the invoice in their own tab and are clearly separated from the invoice itself. The invoice document remains the source of truth for processing.
Need help?
If you have questions about supporting attachments or wish to enable integration capabilities for this new functionality, reach out to your Vic.ai account team or contact Vic.ai Support via chat or at support@vic.ai. We're happy to walk you through your setup.