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Document inbox

Company+

A holding area for uploaded documents from which a purchase invoice is created later.

Available for:AdministratorUser

The Document inbox is a shared tray for document files that nobody has processed yet. You upload a PDF or a photo of an invoice as soon as you receive it and create the expense from it later, when you have time. It is useful when one person collects the documents and another enters them into the system.

You will find it in the menu under Finance → Document inbox. The module is part of the Company and All for business plans; access to it is controlled by the Role. Documents can be uploaded to the inbox by the administrator and users with the editace (edit) or editace vlastních (edit own) level. With the čtení (read) level, you see the documents in the inbox, but you cannot upload new ones or delete any.

Reimbursement requests and advances are elsewhere

The former "Box" (Krabice) with employee requests no longer exists. A worker submits a request for reimbursement of a document paid with their own money via Record receipt on the Dashboard, and a request for an advance via Request advance. Both are approved in Wages.

Uploading a document​

  1. Go to Finance → Document inbox.
  2. Drag the file into the Importovat přílohy (Import attachments) field, or click the field and select the file. Only one file is uploaded at a time.
  3. The document appears in the list with the upload date and file name.

Creating a purchase invoice from the inbox​

  1. You can open the file with the preview icon next to the document in the list (for PDF, PNG and JPG).
  2. Click the arrow next to the document. Purchase invoices open with a new expense that has the file attached.
  3. Fill in the expense details and save it.
  4. After saving, the file becomes an attachment of the expense and disappears from the inbox.

Creating an expense requires access to Purchase invoices (administrator, or a Role with the editace (edit) or editace vlastních (edit own) level for the Purchase invoices module). The level for the Document inbox does not matter here; you can create an expense from a document even with the čtení level for the Document inbox. To delete a document that doesn't belong in the inbox, use the bin icon. With the editace level you can delete any document, with editace vlastních only the ones you uploaded yourself.

Faster routes without the inbox

You can receive invoices from suppliers directly by e-mail and have them read by AI, see Receiving and extracting documents. The inbox is mainly useful for documents that reach you in some other way than by e-mail.