Missing Receipts

Missing receipts is the page where your accountant's missing paperwork collects itself. When the books are missing a source document that only you can provide, usually the invoice behind a payment, it appears here as one card, and uploading it takes a minute. A photo or a PDF is fine.

Both clients and accountants see the same list, so there is never a question about what is still open.

Who Sees It

The page is on for every workspace. If it should not be on one of them, your accounting firm can ask us to switch it off there: the entry then disappears from the sidebar, and the address takes you back to the workspace overview.

Everyone in the workspace can see it, including members who cannot see invoices and bank transactions. While anything is open, the page's entry in the sidebar carries the number of open items, so a glance tells you whether something is waiting without opening the page.

Why An Item Appears

Nobody has to chase you: the system asks on its own. An item lands in Waiting for you in one of three ways.

  1. A payment has no invoice. A bank transaction has been processed, categorised and checked against every invoice in the workspace, and nothing matches.
  2. NAV knows about an invoice, but the document is missing (Hungarian workspaces). The data arrived from NAV Online Számla, so the invoice certainly exists, but nobody uploaded the document. These carry a From NAV badge.
  3. A payment turned out to be a NAV invoice with no document. A card that started as a missing payment invoice can change into the second kind in place, keeping the time it has already been waiting. It gains the From NAV badge and loses its No invoice exists button.

Why a payment you expected is not here

Admission is about the state of the transaction, never its age. Nothing appears just because it is old, and nothing is skipped because it is recent.

A payment is left out while it is still being processed, and for good if it is an internal transfer, a duplicate, something that already carries a transaction type, or something with a match waiting for a person to confirm.

This page is also not the same number your accountant sees as missing documents on the workspace overview. That one counts more loosely and will legitimately be higher.

What A Card Shows

The partner, the amount, and how long it has been waiting; an item added today says asked today instead of a day count. Underneath, the transaction's reference or the invoice number, with the booking date next to it. For accountants, the partner name and that line are links to the record itself.

Two details worth knowing. A payment's amount is shown signed, so money out carries a minus, while an invoice's amount is shown without one. And a From NAV card that was never a payment has no date on it, because the date on a card comes from the bank transaction.

If your accountant added context, for example "The receipts are in the Quillmoor app", it appears under Your accountant added:.

The same request is also posted once as an automatic message on the record's thread, marked as coming from the system rather than from a person. You can reply there with a question about that one item. It is posted once and never repeated.

The list shows everything open, oldest first, on one page. There is no search, no filter and no sorting, because the list is meant to be emptied rather than browsed.

Uploading Against The Record

Every card has an Upload button. Use it rather than a general upload: the file is tagged with the item it answers, which is what tells your accountant why it arrived. A PDF or a photo up to 50 MB works; a file that does not fit is refused on the spot, before anything is sent.

Once the file has arrived, the button's place shows Uploaded, processing. and the card gains the line "Your accountant will match it to this item." That state is stored on the server, not in your browser, so it is still there after a reload.

The file then goes through exactly the same reading and matching as any other upload, so it is not instant and it is not guaranteed. The card clears when the work actually lands:

  • a payment's card clears once the document has been read and confirmed against that payment;
  • a From NAV card clears once the document is attached to that NAV invoice.

If the extraction misreads the invoice, or the match needs a person to confirm it, the card stays open. That is the system being honest rather than stuck, and your accountant can see the same thing you can.

If one purchase produced several pages or photos, upload them as one file if you can. Otherwise upload the invoice itself and reply on the thread about the rest.

When No Invoice Exists

Some payments genuinely have no invoice: a bank fee, a tax payment, a deposit. On those cards, No invoice exists sits next to Upload: it records your answer and hands it to your accountant, who confirms it and closes the item.

The button is only on payment cards. A From NAV card never has it, because NAV reporting is proof the invoice exists.

Your answer alone never changes the transaction; the accounting decision stays with your accountant. Until they confirm, the card stays visible with your answer noted.

Done This Week

Items that were answered in the last seven days sit under Done this week: the ones where a document arrived, and the ones your accountant closed as having no invoice.

Items your accountant withdrew do not appear there. They simply leave the page.

The Emails

There is a Missing receipts row under Account → Notifications, in the section about conversations with your clients, and an unsubscribe link prepared for the emails themselves.

These emails are not switched on yet. Nothing has been sent. When they start, it will be at most one a day however many items appeared, a Monday summary of everything still open, and nothing at all on a day with nothing waiting. Turning them off will never hide the page.

For Accountants

One extra control appears on each card for anyone holding "Edit bank transactions", which is a permission rather than a job title: a client-side member whose role includes it gets it too. See Roles and Permissions. It is the More actions menu, the ··· button next to Upload, and it holds three entries.

  • No invoice exists is the same answer the client can give, on payment cards only.
  • Add note attaches a short explanation that renders on the client's card under Your accountant added:, useful for telling the client where to look. On your own card the same text reads Your note to the client:.
  • Don't ask for this withdraws a request, after a confirmation step titled Stop asking for this receipt?. The item leaves the client's page, no email will ask for it, the automatic message stays in the thread as history, and the withdrawal records who did it and when. There is no control on this page to put it back; if the document turns out to be needed after all, the request can be reopened later.

Accountants see the page from their own side: the open list is titled Waiting for the client, because it does not wait on you, and the page subtitle names what we ask the client for.

Requests open and close on their own. Nothing here feeds the period-closing checklist or Mission Control, so an empty page is not a sign that the month is finished.