Manually Adding Attachments to a Company Record

1. Why Attach Files to a Company Record?

1. Organization-Wide Documents: Some documents apply broadly to your entire relationship with that organization—such as an NDA or a master services agreement (MSA).
2. Convenient Reference: By attaching these files to the Company record, you or any collaborators can locate them quickly, even if no active Deals exist.
3. Context for Future Engagements: If you do multiple projects for the same company, you can always revisit the existing MSA or NDA rather than searching through Deal-specific attachments.
4. Reduce Confusion: Certain files—like proposals or contracts tied to a specific project—are better stored under Deals. But more general documents remain clearly distinguished at the Company level.

2. Potential Attachments for Company Records

1. NDA (Non-Disclosure Agreement): If you have a confidentiality agreement covering all engagements with a particular company, keeping it on the Company record makes sense. It applies globally to any Deals.
2. Master Services Agreement (MSA): A broad agreement outlining the overall terms of engagement. Attaching it at the Company level helps you reference it for subsequent statements of work or project scopes.
3. General Reference Documents: Organizational charts, company profile documents, or partnership agreements that affect your entire consulting relationship, not just a single project.
4. Historical or Legal Documents: Signed forms indicating compliance, disclaimers, or anything that remains in effect across multiple projects or over time.

Note: Deal-specific attachments (e.g., a proposal for a certain project) should live with the Deal record. This keeps your CRM logically organized and ensures you can easily see all materials relevant to a specific contract or project in one place.

3. How to Manually Add Attachments to a Company Record

Step 1: Navigate to the Company Record

1. Log into HubSpot.
2. Go to Contacts > Companies.
3. Select the specific Company you want to attach a file to.

Step 2: Locate the Attachments or Notes Section

Depending on your HubSpot layout, you have a couple of ways to attach files:

1. Notes:
   • Create or open a note on the Company timeline.
   • Look for a paperclip icon or “Attach File” button to upload your document(s).
2. Attachments or Files Section: 
   • Some HubSpot versions include a dedicated “Attach Files” button or an Attachments module on the right-hand panel or in the timeline.

Step 3: Upload the File(s)

1. Browse Your Computer
   • A file picker window appears; choose the NDA, MSA, or other relevant doc.
   • You can add multiple files if needed.
2. Add Context (If Desired)
   • If you’re attaching via a note, you can add a brief message like “Master Services Agreement – effective January 2026.”
   • If your layout has a separate attachment panel, you might only see a file name; consider naming your files descriptively (e.g., “CompanyXYZ_MSA_2026.pdf”).
3. Save
   • The file is now uploaded to the Company record. Anyone viewing the Company can see or download it.

4. Deciding What Goes on the Company vs. a Deal

1. Company-Level Attachments
   • NDA: Typically covers all interactions, so attach it to the Company.
   • Master Services Agreement: Often overarching; store it with the Company for easy reference.
   • Global Partnerships: For example, a strategic alliance or partnership document that isn’t tied to a single Deal.
2. Deal-Level Attachments
   • Project Proposals or Statements of Work: Tied to a specific project or engagement.
   • Project-Specific Contracts: If you have a new contract for each engagement, attach it to that Deal.
   • Project Deliverables: Any final documents or reports unique to that project.
3. Consistency is Key
   • Decide on a system: if you always attach NDAs to Companies, and always attach proposals to Deals, you avoid confusion.
   • If a document spans multiple Deals but is still unique to one ongoing project, you might keep it at the Deal level but note it in a summary note at the Company level if needed.

5. Tips & Best Practices

1. Use Clear File Names: Label your documents with the company name, document type, and date (e.g., “XYZ_Co_MSA_Jan2026.pdf”), so it’s obvious which file is which.
2. Leverage Notes: Add a short note describing the context for the attachment. For instance, “This MSA applies to all engagements through 2028.”
3. Review Attachments Periodically: Over time, you might replace an MSA with a new version or update an NDA. Keep the most current version clearly identifiable. Consider archiving old ones or marking them as “superseded.”
4. Check HubSpot Storage Limits: If you attach many large files (like PDFs with heavy graphics), be mindful of any storage constraints on your HubSpot plan. Usually, business documents are small enough not to be a big issue, but it’s worth noting.
5. Keep Deal Attachments Focused on Their Project: This delineation helps you quickly scan a Deal record to see everything relevant to that project alone, without wading through overarching documents.