Overview
Line item photos let you show customers exactly what they're getting. You can add one photo to each line item on proposals, change orders, invoices, and credit memos in the Web App.
Photos carry over automatically from your PriceBook items, or you can upload one directly on the line item. Your customer sees the photos on the client-facing proposal page, in the customer portal, and on PDFs.
Plan availability: Line item photos are available on the Go and Scale plans. If you're on the Solo plan, you won't see this feature.
When to Use This Feature
You want proposals to feel more professional - a photo next to "50-gallon water heater" sells better than text alone.
Your customers keep asking what a line item actually covers, and a picture answers the question faster than a description.
You sell from a standard catalog and want every proposal to show the same product photos without re-uploading them each time.
You want to attach a job-specific photo to one line item - for example, a photo of the exact fixture you're replacing - without changing your PriceBook.
You send invoices or credit memos and want the customer to see what each charge or credit refers to.
How It Works
Each line item can have one photo, and it can come from two places:
Inherited from the PriceBook - when you add a PriceBook item that has a photo to a document, the line item starts with that photo automatically.
Uploaded directly - you can upload a photo on the line item itself. This overrides the inherited photo for that line item only and never changes the PriceBook item.
Once set, the photo belongs to that line item. It carries forward when a proposal is accepted or a change order is approved, and it stays the same even if you later change or remove the photo on the PriceBook item.
Add a Photo to a PriceBook Item
Set the photo once here, and every future document that uses the item gets it automatically.
Open your PriceBook.
Open the item you want to add a photo to.
Upload the photo in the image section using drag and drop or click to upload.
Save the item.
From now on, adding this item to a proposal, change order, invoice, or credit memo brings the photo with it.
Add, Replace, or Remove a Photo on a Line Item
Open the proposal, change order, invoice, or credit memo you're working on.
Find the line item. If it was added from a PriceBook item with a photo, the photo is already there.
Hover over the photo area to reveal the upload and delete controls.
To add or replace, click the pencil icon and choose an image file. The new photo replaces the current one - each line item holds one photo.
To remove, click the delete (x) icon and confirm.
Save.
Once saved, the photo shows on the document immediately - including the customer-facing views.
What the Customer Sees
Line item photos appear everywhere your customer views the document:
The client-facing proposal page they open from your email or magic link.
The customer portal.
PDF exports and printed copies.
Saving a Line Item with a Photo to Your PriceBook
If you build a line item from scratch, upload a photo, and then save the item to your PriceBook, the photo and the item details - including the price - carry into the new PriceBook item.
One thing to know: this works while you're still on the page. If you save the document, leave or refresh the page, and then save that line item to the PriceBook later, the photo won't carry over - add it directly to the PriceBook item instead.
Tips & Best Practices
Set photos in the PriceBook first. One upload there covers every future proposal, invoice, and change order that uses the item.
Use clean product shots. A clear photo of the unit or material on a plain background reads better on proposals than a busy job-site picture.
Override per job when it helps. Upload a photo of the customer's actual equipment - like the failing condenser you quoted on - directly on the line item. Your PriceBook stays untouched.
Stay under the size limit. Photos up to 20 MB are accepted, but smaller files upload faster and keep customer-facing pages quick to load.
Things to Know
Each line item holds one photo. Uploading a new one replaces the current photo - it doesn't add a second.
Accepted file types are JPG, JPEG, PNG, GIF, WEBP, and HEIC, up to 20 MB. Other files are rejected with an error message.
Line item photos are independent of the PriceBook. Changing or removing a PriceBook item's photo doesn't change documents that already use it, and removing a photo from a line item doesn't touch the PriceBook item.
Photos carry forward through the job: when a proposal is accepted, the resulting change order's line items keep their photos, and when a change order is approved, the photos carry to the job.
A line item added from a PriceBook item without a photo starts empty - you can upload one anytime.
The feature is not available on the Solo plan.
Troubleshooting
My photo won't upload.
Check the file type and size - the photo must be a JPG, JPEG, PNG, GIF, WEBP, or HEIC file under 20 MB.
I updated the photo on a PriceBook item, but my existing proposal still shows the old one.
That's expected. A line item keeps its own photo once the item is on a document. Update the photo on the line item itself if you want the document to change.
I saved a line item to my PriceBook, but the photo didn't come with it.
This happens when the document was saved and the page was refreshed before you saved the item to the PriceBook. Open the PriceBook item and upload the photo there directly.
I don't see the photo option on my line items.
Line item photos are available on the Go and Scale plans. If you're on one of these plans and still don't see it, reach out to support.
Have questions? Reach out via the support chat or email support@motionops.com.