The Case: The Wrong Attachment Went Out, and Nobody Could Prove It
Manual email attachments act as 'unmanaged copies.' See how a simple version mix-up can lead to financial loss, and how to prevent it.
The Ten Thousand Dollar Click
The proposal was complex. There were three iterations of the budget.
- Version 1: $50,000 (Internal draft)
- Version 2: $45,000 (Discounted)
- Version 3: $55,000 (Final scope increase)
The consultant is in a rush. They draft the email: “Please find the final proposal attached.” They click “Attach File.” They navigate to their Downloads folder, which is a graveyard of unorganized PDFs. They click Proposal_Final.pdf. They send it.
The client signs immediately.
When the first invoice arrives based on the $55,000 scope, the client objects. “The contract I signed says $45,000.”
The consultant argues, “That was an old draft! I sent the new one.” The client replies, “Not in the email I received.”
The Dispute: The Orphaned Copy
The moment a file is attached to an email, it becomes an “orphan.” It is no longer connected to your file system. It has no version history. It has no metadata that updates. It is a static snapshot.
In this scenario, the consultant likely selected the wrong file from a cluttered folder. However, they cannot be sure. Perhaps they did attach the right one, and the client is looking at an old download.
This is the “he-said-she-said” of file transfer.
Because the transfer method was manual and static, there is no independent arbiter. The consultant has to decide: enforce the higher fee and lose the client, or accept the $10,000 loss due to administrative ambiguity.
The Proof: The Single Source of Truth
This financial loss was preventable. The solution is to eliminate the manual attachment of files.
If the consultant had used a document sharing platform, they would have sent a link, not a file. The link would point to a specific Resource ID in the Ledger.
Link: data.day/share/prop-882 Target: Proposal_v3 ($55k).pdf
If the consultant mistakenly pointed the link to Version 2, the system would log it.
Log: Link created for Target: Proposal_v2.pdf
If they pointed it to Version 3, the log would confirm it.
Log: User Client_01 viewed Target: Proposal_v3.pdf
There is no room for argument. The record shows exactly what was presented to the client.
Furthermore, if a mistake is made, a link can be updated. An attachment cannot be recalled. Once an attachment leaves your outbox, the error is permanent.
Manual attachments are a relic of a time when we did not care about data integrity. Today, precision is required. Do not attach. Link. Verify. Log.
FAQs
Why is an attachment bad practice?
An attachment creates a duplicate file that is disconnected from your internal version control. It is an 'orphan' document.
How do I prove what I sent?
You cannot prove it with certainty unless you use a secure link that points to a specific, hashed database entry.
Can I not just check my Sent items?
You can, but the client can claim the file was corrupted or different. A shared link validates the exact bits accessed by the client.