Documents Needed

Documents needed 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.

You'll find it in the workspace sidebar as Documents needed, with a count badge showing how many items are waiting. Both clients and accountants see the same list, so there is never a question about what is still open.

Not seeing the page? It is being rolled out gradually. Your accounting firm may not have switched it on for your workspace yet.

Why an item appears

The system asks automatically; your accountant does not have to chase you. An item shows up in Waiting for you in exactly two situations:

  1. A payment has no invoice. A bank transaction has been processed, categorised, and checked against every invoice in the workspace, and nothing matches. The books need the invoice behind that payment.
  2. NAV knows about an invoice, but the PDF is missing (Hungarian workspaces). The invoice's data arrived from NAV Online Számla, so the invoice certainly exists, but the actual document was never uploaded. These carry a From NAV badge. The data alone is not enough: your accountant still needs the document itself for the records.

Each card shows the partner, the amount, the date, and how long it has been waiting. If your accountant added context (for example "The receipts are in your Bolt app"), it appears on the card under Your accountant added:.

The same request is also posted as an automatic message on the record's thread, clearly marked as coming from the system rather than from a person. You can reply there if you have a question about a specific item.

Uploading against the record

Every card has an Upload button. Use it rather than a general upload wherever you can: the file is tied to the exact payment or invoice it answers, so it closes its own request instead of waiting in a general queue.

After the upload:

  • the document is read automatically and matched to the payment (or merged into the NAV invoice's record),
  • the card moves to Done this week,
  • nothing else is needed from you.

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. If you know there is no document for an item, click No invoice exists on its card.

This records your answer and hands it to your accountant, who confirms it and closes the item. The transaction itself is never changed by your answer alone; the accounting decision stays with your accountant. Until they confirm, the card stays visible with your answer noted.

The emails, and how to turn them off

So you don't have to keep checking the page, the system sends a short email when new documents are needed:

  • at most one email per day, no matter how many items appeared that day,
  • a Monday summary listing everything still open,
  • no email at all when nothing is waiting.

You can turn these emails off in two ways:

  • click Turn off these emails at the bottom of any of the emails, or
  • open Account → Notifications in the app and switch off the Documents needed row.

Turning the emails off never hides the page itself: the list and the badge keep working, you just stop being emailed about it.

For accountants

Accountants see the same queue with two extra controls on each card:

  • Don't ask for this retracts a request. The item disappears from the client's page, badge, and emails, and no further reminders go out. The automatic message stays in the thread as history, and the retraction records who did it and when.
  • Add note attaches a short explanation that renders on the client's card, useful for telling the client where to look.

Requests open and close on their own: a match, an uploaded document, or a confirmed "no invoice" answer closes the item without any manual bookkeeping.