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How Can I Easily Send My Customers Files?

Jun 16 2026 | By: PhotoBiz Knowledge Base

How to Send Files to Customers Using Conversations in PhotoBiz

Overview

The PhotoBiz Conversations tool makes it easy to share files directly with your customers from their contact record. You can use this feature to send PDFs, client guides, session information, small retouched image files, or other files your customer needs.

When you send files through Conversations, your customer receives an email with your branding and links to access the files. The message is also saved in your conversation history, so you can reference it again later.

In this guide, you will learn how to upload files to a contact and send them to your customer through a new or existing conversation.

STEP ONE

Log in to your PhotoBiz account and click CONTACTS in the left-side menu.

This opens your Contacts tool, where you can search for and manage the people saved in your account.

STEP TWO

Find the contact you want to send files to.

You can scroll through your contact list or use the search option to locate the customer by name, email address, or other contact details. Click the contact’s name to open their contact record.

STEP THREE

Click the FILES tab inside the contact record.

This section allows you to upload and manage files connected to that specific customer.

STEP FOUR

Click the UPLOAD button and select the file you want to add to the contact.

After the upload is complete, the file will appear in the customer’s file list. You can upload more than one file if you need to share multiple items with the customer.

STEP FIVE

Check the box next to each file you want to send, then click the SEND FILE button.

You can select one file or multiple files before sending. This is helpful when you want to share several documents or images in the same message.

FINAL STEP

Choose how you want to send the files to your customer.

You can configure the following options before sending:

  • Conversation: Choose whether to send the files through an existing conversation or start a new conversation.
  • Subject: If you start a new conversation, you can enter a subject for the message. If you choose an existing conversation, the message will use the subject from that conversation.
  • Message: Add a custom message to include with the files.

The files you selected will also be listed before you send the message.

Click SEND to share the files with your customer.

Your customer will receive an email with your branding and links to access the files you selected. The message will also be saved in your Conversations history, so you can return to it later if you need to review what was sent.

Additional Options or Helpful Notes

You can use this feature for many client communication workflows, including:

  • Sending welcome packets or session preparation guides
  • Sharing PDFs after a customer books your services
  • Delivering small retouched image files
  • Sending invoices, documents, or reference materials
  • Keeping file-sharing history organized inside the customer’s contact record

The standard file upload limit is 4 MB per file. If you need to upload larger files, the Original Files premium upgrade increases the upload limit to 50 MB per file.

If you need to send several files at once, upload them to the contact first. Then select all files you want to include before clicking SEND FILE.

For the best customer experience, use clear file names before uploading. For example, a file named Smith-Family-Session-Guide.pdf is easier for your customer to recognize than a generic file name like document-final.pdf.

File uploads are stored with the contact record, which helps keep your client communication and shared resources organized in one place.

Troubleshooting or FAQs

Why can’t I find the customer I want to send files to?

Use the search option in Contacts to search by the customer’s name or email address. If the customer is not listed, you may need to create a new contact before uploading and sending files.

Why won’t my file upload?

The file may be larger than the upload limit for your account. Standard accounts can upload files up to 4 MB per file. If you have the Original Files premium upgrade, you can upload files up to 50 MB per file.

If your file is too large, you can reduce the file size before uploading or contact the PhotoBiz Support Team to learn more about the Original Files upgrade.

Can I send more than one file at a time?

Yes. After your files are uploaded to the contact record, check the box next to each file you want to send, then click SEND FILE.

Will my customer receive an email?

Yes. Your customer will receive an email that includes your branding and links to access the files you sent.

Can I see what files I sent later?

Yes. The message is stored in your Conversations history, so you can review the interaction later if needed.

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