The Inbox is where you can review, edit, approve or publish a document after it's extracted. An Inbox is available within the following folders:
Purchases
Supplier Statements
Sales
Bank Statements
📎NOTE: There's no Inbox folder within the Expenses or File Management folders. After uploading an Expense, it will move to the Expenses tab instead. After uploading a file in File management, it will move to the Root folder. Visit File management overview for more information.
During extraction
After upload, a file doesn't move straight away to the Inbox until the data extraction is complete. You’ll see the following message indicating the file processing is in progress.
x Item currently being processed from x uploaded file. Follow progress of your files in the Activity page
You need to check the Activity tab to make sure the extraction was successful.
📌TIP: To locate the file, change the "All statuses" filter to view only the "processing" files.
Inbox Features
Once your documents are ready, they’ll move to the Inbox. The following features are then available.
View / Edit
View / Edit
Click View to open and edit a single document after extraction.
Dropdown selections
Dropdown selections
Depending on the folder, you can select the suppliers, customers, tax codes and categories directly from the Inbox list. You don't have to open each document to select those.
Selection box
Selection box
The selection boxes allow you to select multiple documents and activate the Actions dropdown.
You can also select the checkbox underneath the folder name to be able to select or deselect all documents.
Status filter
Status filter
In the Purchases folder, you can also filter invoices with the published or unpublished status.
📌TIP: If you don't want to see any published invoices in your Inbox, you can also Archive them. This means you don't need to use the status filter view. If you want the published invoice to move out of the inbox automatically, you can enable the Auto-Archive option.
Actions
Actions
The following actions are available depending on the folder or set-up:
Approve or Publish
Once you've filled the different fields for the invoices, you'll be able to publish or approve them:
Publish - When integrated with accounting software
Approve - When not integrated with accounting software
📎NOTE: These actions are only available for the Purchases and Sales folder.
Move
If you've uploaded Sales or Purchase invoices into the wrong folder, you can move them to another folder.
📎NOTE: This action is only available for the Purchases and Sales folders.
Archive
You can use the Archive feature to move your documents from the Inbox to the Archived folder. This will help you clear your inbox and only focus on the files you need to process.
📌TIP: You can also enable the Auto-Archive option to move the files automatically.
Reject
You can also Reject documents manually from the Inbox. They’ll move from the Inbox to the Rejected subfolders.
Download
You can download your invoices to various formats:
Search
Search
You can search a document in three different ways from the Inbox:
Filter the view by Status : All statuses, Published, Unpublished, Matched, Unmatched
Click Choose dates to filter by Date range
Click Search to filter by Supplier Account name, Supplier Name, and Amount (Net, Vat or Total)
Common Issues
A file isn't showing in the Inbox as expected
If a file isn't in the Inbox as expected, this is most likely because the extraction isn't complete, or it's already archived. For more information, check our guide Document doesn't appear in the Inbox.
A file hasn't left the Inbox as expected
A file will stay in the Inbox until you archive it. You can Archive a file manually or use the auto archive feature.
If a file hasn't moved to the archive automatically, it most likely means the publication failed. You need to check the publishing status and integration status. For more information, check our guide Invoices not publishing to my accounting software.