# Files library

> Every file attached across AccountFUN in one searchable, folder-organized library.

Source: https://www.accountfun.com/docs/guides/files/

**Files** (menu: **Files**) is where every file in AccountFUN lives. It has two tabs:

| Tab           | What’s in it                                                                                                                                   |
| ------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| **Library**   | Every file attached to something — receipts on bills and expense claims, supplier invoices, contracts on projects, statements on transactions. |
| **Contracts** | Signed agreements filed against a contact.                                                                                                     |

## Attachment plans

Attachment uploads require **Standard** or **Plus**. If you downgrade to Free, existing attachments remain available to view, download and export, but new uploads require a paid plan.

## Where files come from

Every file is attached to a record. Use the **drag-and-drop** zone on a document or transaction page (invoices, bills, credit notes, payments, expense claims, journal entries) and it goes straight into the Library. A [connected AI assistant](https://www.accountfun.com/docs/guides/ai-assistants/) gives you an upload link that attaches a receipt to the bill it recorded. Each record holds up to 10 attachments.

Changing your personal or organization [date format](https://www.accountfun.com/docs/guides/date-formats/) does not rewrite dates inside uploaded files or stored PDFs. Newly generated business documents and readable exports use the organization’s format.

## Upload security and processing

AccountFUN processes every file before it is stored:

* **Document antivirus scanning.** PDFs, Office documents and CSV files go through an antivirus check during upload. A detected infection blocks the upload; an unavailable scanner temporarily blocks document uploads. If a scan times out, the file can be stored as **pending**, but preview and download stay blocked until a follow-up scan clears it. Images use the re-encoding process below instead of antivirus scanning.
* **File type checks.** A file has to really be the type its name says. Word and Excel files are checked closely: a .doc or .xls file must be a genuine Office file, and a .docx or .xlsx file a genuine Word or Excel document. A .zip file or a macro-enabled .xlsm workbook renamed to .xlsx, for example, is refused.
* **Image processing.** PNG and JPEG attachments (receipt photos, screenshots and scans) are resized to a maximum of **3,508px on the longest edge**, with their aspect ratio preserved. Smaller images are never enlarged. They are re-encoded as **JPEG at quality 100 with full colour resolution (4:4:4)** to retain fine print detail. JPEG is still lossy; PNG transparency is removed, and metadata such as EXIF and location is stripped.

The input limit is **5 MB per file**, checked before server-side image processing. For PNG/JPEG photos over 5 MB, the upload-link page first resizes in the browser with the same **3,508px maximum long edge**, preserving aspect ratio without upscaling, and encodes the result at **JPEG quality 95**. The server then applies its quality-100 processing above. If the browser result still exceeds 5 MB, the upload is rejected; quality is not automatically lowered further. Scripts and API clients send the file as-is, so reduce oversized images before uploading. Keep your source file if you need its original bytes or transparency.

These checks run automatically on every attachment — no configuration required.

## Browsing and organizing

* **Folders** act as the tab dimension. A default **“Contracts”** folder is seeded; create more (needs the **File Folders** permission, alongside **File Manager**). Deleting a folder just un-files its contents — it doesn’t delete the files.
* **Search** matches more than file names — it also finds files by **who uploaded them** and by the **document or contact they’re attached to** (search “INV-0001” or a customer’s name to pull up everything tied to them). Press **Search** or Enter to run it.
* **Sort** by name or upload date; paginated server-side so thousands of files stay fast.

Each row shows the **File Name** (click to preview), what it’s **Associated With** (a link to the invoice/bill/credit-note/transaction), its type, the contact, folder, size, upload date, and who uploaded it.

## Bulk and per-file actions

* **Bulk:** select rows to **Move to folder** or **Delete**.
* **Per-file:** **Rename**, **Move**, or **Delete** (soft-delete — the file is hidden but preserved).

## Worked example: keeping receipts with the bills

You receive a paper invoice from a supplier.

1. Enter it as **BILL-0007** and approve it.
2. On the bill’s detail page, drag the scanned PDF onto the drop zone. It attaches to the bill.
3. Open **Files** — the PDF is listed, associated with BILL-0007, in whatever folder you filed it under. Click the association link to jump straight back to the bill.

At audit time, every supporting document is one click away from the transaction it backs.