How documents work

What this does

Accounting → Documents & Intelligence → Documents is where every piece of paper the shop touches ends up: vendor bills, receipts, bank alerts, statements, contracts, and photos of any of them. The app extracts the vendor, date, amount, and line items; you check them; filing creates the accounting record in one step. Nothing is retyped, and the original stays attached to the transaction it produced.

Where documents come from

Three ways in: upload from the Documents page (drag and drop, or Batch Upload for a stack), scan from a phone with the iOS app, and email to the shop's intake address with your intake code in the subject. See Uploading documents and Email intake.

Statuses

Inbox — received, not yet read by the extractor. Processing — being read. Review — read; waiting for a person to confirm and file. Filed — the accounting record exists. Error — extraction failed; retry or dismiss. Dismissed — closed without filing (a duplicate, junk, or something that isn't a document).

Who does what

Anyone with documents.view (every role but Tier 2 Technician) can upload and see documents. Reviewing, filing, dismissing, and the settings need documents.manage: Owner, General Manager, Service Manager, Office Manager, Service Writer. Filing posts to the ledger, so whoever does it is doing bookkeeping.

The rule that matters

One document, one transaction. Filing a document creates exactly one bill or one payment. If the same purchase arrives twice (a bank alert and a forwarded invoice, or the same email forwarded twice), the duplicate gate catches the second one; see Duplicates, errors, and dismissing.

Common problems

A document is stuck in Inbox. Choose Process with AI on it; the extractor runs on demand as well as on a schedule.

Nothing shows for my shop but I know we emailed it. It may be in the unrouted pool because the intake code was missing from the subject. See Email intake.