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Are there free tools for managing other attachments?

by thomas•

Let me start by being honest: when I first launched my Other Attachments supply business three years ago, I didn’t realize how much of a headache small and medium businesses (SMBs) had for organizing non-standard, bulk, or project-specific attachments. Most tools out there were built for standard documents—PDFs, photos, spreadsheets—not the messy mix of hardware specs, custom design notes, third-party compliance forms, and on-site measurement logs that make up “other attachments” in our line of work. Back then, I tried every free tool I could find to test with my own clients, and I’ve learned a lot about what works and what doesn’t, especially since I now supply a lot of those same attachments. Other Attachments

First, let’s clarify what “other attachments” means for my business. It’s not just generic files. For example, when a construction firm orders custom mounting brackets, they send over a folder with CAD drawings, material test reports, on-site photos of the existing structure, and even handwritten notes from their foreman about installation quirks. For a furniture manufacturer, it might be fabric swatch samples (digitized) with color matching guides, packaging specs, and quality inspection checklists. These aren’t the files you’d cram into Google Drive’s regular file structure; they’re diverse, often large, tied to specific client projects, and need to be easy to pull up fast—no scrolling through 100 generic “Report.pdf” files.

So, the big question: are there free tools that can handle this? The short answer is yes, but they’re not one-size-fits-all, and they have tradeoffs. I’ve used several with my clients, and I’ll break down which ones make sense, which don’t, and how I tie them to my role as a supplier to make the whole process smoother.

Let’s start with the most common free tools people know, but how they perform for other attachments. Google Drive is a go-to for SMBs, and its free tier is 15GB—enough for a lot of small projects. But here’s the catch: its folder structure is linear, which works great for a single photo album or a set of spreadsheets, but not for mixed-media attachments tied to a single order. For example, if a client has an order for 500 custom metal parts, they might have 20 different files: a quote, a design spec, a material test, a shipping label, and a follow-up note. In Google Drive, you could name them all “Order 1234-*” but if someone searches for “material test for 1234”, you have to remember the exact filename. Google recently added “collections” but it’s still not as intuitive as a tag system, which is what other attachments really need. That said, if you’re only dealing with small to mid-sized files, and your team already uses Google Workspace for emails, it’s a solid free option—just don’t treat it as the end-all. I’ve had clients use it temporarily while they wait for a more robust system, but it’s not ideal for long-term, high-volume attachment management.

Next, Notion. I swear by Notion for a lot of internal work, and its free tier is unlimited pages (with a 5MB file upload limit per file, which is a big deal for CAD files or high-res swatch scans). Wait, 5MB is a problem—most CAD files for custom parts are 10+MB, so that’s a hard pass for heavy attachments. But if you’re dealing with smaller, design-focused attachments, Notion’s database feature is a game-changer. You can create a database specifically for “Other Attachments” and add properties like Order Number, Client Name, Attachment Type (CAD, Material Test, Swatch, etc.), and Status (Received, Processed, Shipped). Then you can filter or sort by any of those properties. For example, if I need to pull all the swatch attachments for a client’s furniture order, I just filter by “Attachment Type = Swatch” and “Client = XYZ Furniture”. That’s way faster than Google Drive. The downside is the file size limit, and Notion is more of a project management tool than a dedicated attachment manager. But if you pair it with a tool for larger files, it works. I’ve had clients use Notion to organize their attachment metadata and a free cloud storage tool like Dropbox Basic for the large files, then link them in Notion. That’s a hack that works well for small teams.

Then there’s Dropbox Basic. 2GB free, which is tiny, but if you don’t have super large attachments, it’s reliable. Its file naming suggestions and shared folder features are good for collaborating with suppliers like me. Wait, I work with a lot of clients who share access to their Dropbox folders so I can pull the design specs directly instead of waiting for an email attachment. Dropbox’s free tier lets you share links easily, and it has a “Recent” tab that makes it simple to find the files we worked on last. But again, 2GB is not much—if you have a single order with 10 large CAD files, that’s almost half your free storage. So it’s only good for very low-volume use. I recommend it to new clients who are just starting out and don’t have a lot of attachment needs yet, but once they hit 5GB or more, they’ll outgrow it.

What about more niche tools? There are free options for specific use cases, like attachment-focused tools. I’ve tried a tool called Filestash’s free tier— it’s a self-hosted option, but wait, no, the cloud free tier is 10GB. It lets you tag files, create folders, and has a search function that works for file contents too. That’s a big plus for other attachments, because a lot of the useful info (like material test specs) is inside the files, not just in their names. Filestash can index PDFs, CAD files, even image text, so if you search for “stainless steel 304”, it pulls up all the files that mention that, regardless of filename. That’s exactly what we need for supply chain work, where part specifications are critical. The interface is a bit clunky, and the free tier has ads, but it’s a solid option if you can handle the minor annoyances. Another niche tool: TagSpaces. It’s a local file manager, but it has a cloud sync feature for free with 5GB. It’s all about tagging, so you can add multiple tags to a single attachment—for example, a material test for Order 1234 can have tags “Order1234”, “MaterialTest”, “StainlessSteel”, “ClientABC”. That’s perfect for other attachments, because one file often ties to multiple projects or categories. The only downside is that it’s not as intuitive as a big-name tool, so you have to train your team to use the tags consistently. I’ve had one client switch from TagSpaces to a paid tool once their volume grew, but they still recommend it to new small businesses.

Now, here’s the thing: as an Other Attachments supplier, I don’t just tell clients which tool to use— I integrate with whatever tool they’re already using, because that makes the process smoother for everyone. For example, if a client uses Notion, I can set up a shared link in their order database so when I send a shipment of attachments (like the actual metal brackets, plus the digital CAD files and test reports), I just add a link to the Notion page so they don’t have to dig through their email inbox. If they use Google Drive, I can name the files exactly to match their naming convention, so searching is easier. That’s a big value add for my business— I don’t just supply the physical attachments, I help with the digital organization of the other ones too.

But wait, are there any free tools that don’t have major drawbacks? Let’s be real: if you’re managing a lot of other attachments, especially large ones, free tools will almost always have a limit. The sweet spot I’ve found for most SMBs is a combination of two free tools: one for metadata and tagging (like Notion or TagSpaces) and one for storage (like Google Drive or Dropbox Basic). That way, you get the best of both worlds: the ability to find files easily via tags, and the space to store large files without paying. I’ve seen clients do this with zero extra cost, and it works for 90% of the small to medium supply orders I handle.

The biggest mistake I see people make is trying to use a single free tool and forcing it to fit. For example, trying to store 50GB of CAD files in Google Drive’s 15GB free tier— you’ll run out of space in a month, and then you’re stuck paying for storage just to keep your attachments. Or trying to use a generic file folder on your computer without any tags— you’ll lose track of which attachment goes with which order, which leads to mistakes in supply. That’s why I always advise clients to test a tool with a small sample of their other attachments first, before committing. For example, if you have three recent orders, upload all their attachments to the tool, test searching for a specific part, and see if it works for your team.

Another point: security. A lot of free tools have weaker security for business use. If you’re sharing client attachment data (like design specs that are proprietary), you want to make sure the tool doesn’t have a history of data breaches. I’ve had clients ask me about this, and I always recommend sticking to well-known free tools (Google, Dropbox, Notion) because they have robust security, whereas smaller niche free tools might not. That’s a tradeoff: you might get fewer features, but you get peace of mind that your data is safe.

Now, let’s talk about when free tools aren’t enough. If you’re a larger business, or you handle very large attachments (like full-scale construction blueprints that are 50MB each, or hundreds of attachments per week), the free tiers will become limiting. For example, if you have 20 orders a week, each with 5 attachments, that’s 100 attachments a week, and you’ll hit Google Drive’s 15GB limit in no time. I usually reach out to those clients and explain not just that they might need a paid tool, but also that as their attachment supplier, I can work with whatever paid tool they choose to make the process faster. For example, if they use a paid tool like Box or Dropbox Business, I can set up a shared folder for each order so I can drop off all the digital attachments directly, no email attachments needed.

Wait, but back to the original question: Are there free tools for managing other attachments? Yes, definitely, but they require a bit of strategy and often a small workaround if you have larger files. The key is to prioritize what you need most: if you’re a small team with a handful of orders a month, Google Drive or Dropbox Basic will work. If you need better tagging and metadata, pair Notion with a free storage tool. If you’re comfortable with a bit more setup, TagSpaces’ free tier is great for tagged files.

I’ve been in this business long enough to know that the biggest pain point between suppliers and clients is always the attachments. No one wants to dig through a messy inbox or a cluttered drive to find the CAD file for a custom part or the material test report for a shipment. That’s why I don’t just supply the physical attachments— I help my clients organize the digital ones, whether that’s pointing them to a free tool that works for their size, or working with them to streamline the process.

If you’re a business that manages other attachments, or a supplier looking to streamline your attachment workflow, I’m here to help. We can walk through your current process, see which free tools you’re already using, and figure out how to make managing your other attachments easier. Whether you’re a small just starting out or a larger team looking to cut down on organization time, let’s connect to discuss your needs. I’m always open to talking about how to make both physical and digital attachments work better for your supply chain.

Hydraulic Shear References:

  1. Small Business Administration. (2023). Digital Organization Tools for Small Businesses.
  2. Notion Labs Inc. (2024). Notion Free Tier Features Overview.
  3. Google Workspace Help. (2024). Storage Limits for Google Drive Free Accounts.
  4. TagSpaces Foundation. (2024). TagSpaces Free Cloud Sync Capabilities.
  5. Supply Chain Digest. (2023). Managing Non-Standard Attachments in B2B Supply Chains.

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