Documents

Documents is where contracts, invoice attachments and other paperwork live: everything that matters to the books but is not an invoice or a bank statement. A lease, a loan agreement, a costing manual, a chart of accounts, a grant decision.

What Lands Here, And What Does Not

This page holds contracts, other documents, invoice attachments (timesheets, certificates, delivery notes and the like), and anything the first pass could not place at all.

Everything classified as an invoice, a receipt, a credit note or a bank statement goes elsewhere and never appears here. Invoices and receipts go to Invoices, a bank statement waits to be uploaded on Bank transactions (see Uploading Bank Statements), and anything arriving by email is logged in Intake first (see Forwarding Documents by Email).

So an empty Documents page does not mean nothing arrived. It means nothing arrived that was not a financial record.

Who Can Open It

Everyone who can see the workspace's records (the "View invoices and bank transactions" permission), on the firm side and on the client side. Without that permission the page is not in the menu, and opening it by link returns to the workspace overview.

What you can do on it depends on two further permissions:

• Upload documents lets you link, retype and remove attachments, and use Mark as attachment. By default every built-in role has it, client-side roles included.
• Edit invoices, which only firm-side members can hold, adds the accountant work: the Upload button, the Needs review filter, changing a document's type, Mark irrelevant, Not a duplicate and building a category list. A client-side member does not see these.

Note that building a category list from a document, below, needs a different permission again.

Getting Documents In

• Forward them by email. Anything sent to the workspace address that is not an invoice or a statement ends up here on its own.
• Upload them. Click Upload, then drag files in or browse.

The dialog says PDF, JPG or PNG up to 20 MB, and that is good advice rather than an enforced rule: nothing actually rejects a larger file or another image format. Stay within it anyway, because what the reader can handle is what the hint describes.

What Happens On Arrival

Every document is read once, briefly, so the list is useful without opening anything. It gets a one or two sentence summary with a confidence figure, its language is detected, and it is given a type.

The type badge shows whatever the AI called it, but only for a document that is neither a contract nor an invoice attachment; an attachment always shows Attachment. The first pass writes two things: a coarse kind, and a finer label in its own words. A contract always shows the translated word Contract, and its finer label (lease, nda) is never displayed anywhere. Everything else shows the finer label if there is one, and those free-text labels are not translated, so Kontenrahmen reads as Kontenrahmen whatever your interface language is.

If the same file is already in the workspace, the copy is marked Duplicate. It still appears in the list, filed under the original's type, with the summary replaced by a line naming what it duplicates.

1. Upload, beside the heading. The only other way in is email.
2. Duplicates carries a count, and only when there are some. Unlinked attachments, the last filter, does the same.
3. The type badge in the document's own words. This chart of accounts is not a contract, so the badge prints what the AI called it, untranslated, whatever your interface language is.
4. A duplicate is filed here, under the kind of the original, with the line naming what it duplicates in place of the summary.
5. A PDF holding several documents keeps the Processing badge for good. Nothing further happens to it.

This first pass is deliberately shallow. It reads the opening of the document to route and describe it, not to extract its contents.

Finding Things

The filters are All, Contracts, Other, Needs review, Duplicates and Unlinked attachments; Needs review is shown to accountants only. Duplicates and Unlinked attachments carry a count badge, and only when there are some. An attachment that is linked to an invoice is listed under All; an attachment e-mailed a second time is listed under Duplicates.

There is no search, no sorting and no paging: the list is everything in the workspace, newest first, in one go. And the empty state says the same sentence whichever filter you are on, so "no documents yet" on the Duplicates filter usually means no duplicates, not no documents.

Processing is the catch-all, and one case never leaves it. A PDF holding several documents scanned together is rejected rather than read, and it keeps the Processing badge for good. If something has sat there since the day it arrived, that is what happened: split it into one document per item and send the pieces.

Supporting documents such as timesheets, performance certificates and delivery notes are recognised as invoice attachments and never processed as invoices. Those not yet linked to an invoice wait under the Unlinked attachments filter, where you can link them.

If triage filed a timesheet or a delivery note under Other, use Mark as attachment on its row: choose the type, and the document becomes an invoice attachment waiting under Unlinked attachments. It works only on a document that is no longer being read, and not on one that has already become an invoice. Opening an attachment here shows its details and a download; you link, retype or remove it on its invoice or in the tray. See Invoice Attachments.

Working With One Document

Open a document to see its summary, type, language, file and source.

A PDF is previewed beside them; a JPG or PNG is not. For an image you get a link to open the file instead, which is worth knowing given the upload dialog invites you to send images.

• Download or open the original file.
• Change its type, using the dropdown in the footer. If something landed here that is really an invoice, a bank statement or a receipt, this sends it where it belongs, and it leaves this page. It also teaches the app: the sender's domain is nudged towards that type for next time.
• Mark irrelevant, for anything not worth keeping in view.
• Not a duplicate, on a copy, which restores it to Needs review and un-flags any invoice that was created from it.

Two of those are worth a warning.

Mark irrelevant cannot be undone. There is no restore, and no filter that will show you an archived document again. Treat it as deletion from the page.

Changing the type only re-runs the reading for a document that is still in the first pass. From Failed, or from a document already finished, it changes the label and removes the document from this page without sending it anywhere. A Failed contract that is really an invoice therefore needs re-uploading, not reclassifying.

Why the same file shows up as a duplicate

Duplicates are matched on the file's contents, so two genuinely identical files are caught however they are named. Older documents were matched by a weaker rule, on file size and name, which is why an occasional false positive turns up in the list. That is what Not a duplicate is for.

Building A Category List From A Document

If a document describes how the business divides its costs, you can turn it straight into a custom category list instead of typing it in. Create category list reads up to twenty pages and proposes one.

This needs the "Edit master data" permission, which is not the one that opens the page. The button is shown on every document to everyone who can get this far, so if pressing it returns you to the workspace overview, that is the permission you are missing.

You then choose where it goes: a new list, or an existing one, in which case only what is missing is added. For a new list you can edit the name, the AI guidance and whether it applies to invoices, bank transactions or both.

The categories themselves are take-it-or-leave-it. Each row can be included or excluded, and that is all: the code, name and description come as the AI read them, and cannot be corrected here. Fix those afterwards on the list itself. A category the document marks as closed or retired is created inactive, and the row says so.

The last step is a genuine dry run. It tells you how many categories will be created, how many are already there, how many rows it could not use, and it has written nothing yet.

A costing manual, a chart of accounts, a department list or a grant budget are all good candidates. Most other documents contain nothing of the sort, and the screen says so plainly rather than inventing one.

Afterwards, the document lists what came from it under Produced from this, so the origin of a set of codes stays traceable. See Custom Categories for what a list then does, and Reports for reading a report broken down by one.

What This Page Does Not Touch

Nothing here feeds the period-closing checklist or Mission Control. The closing checks do look at arriving paperwork, but only at invoices, receipts, credit notes and bank statements, which are exactly the kinds this page excludes. A backlog of unread contracts can never hold a month open.

Related Articles

• Forwarding Documents by Email
• Custom Categories
• Reports - breaking a report down by a list built here