Managing documents
The Documents tab contains all attachments in the administration — receipts, invoices, contracts, bank statements, quotes. At the top is year navigation; below that, three tabs to filter the view.
- All — all documents within the selected year, with any link to a transaction.
- By type — documents grouped by file type (PDF, image, and so on).
- Open (N) — open (unprocessed) documents with an expiry date that have not yet been marked as Closed. To the right of each document it shows whether it expires within 30 days or after 30 days, plus the amount. The total open amount is shown at the bottom.
Switch years using the arrows above the tabs. At the top right is a search field for searching by file name or metadata within the selected year.
Open versus closed documents
Section titled “Open versus closed documents”A document is considered open when:
- it has an expiry date,
- the expiry date has not yet been reached or the document recently expired, and
- it has not been checked as Closed.
Once a document has been processed (for example an invoice has been paid), open the document and check Closed. It then disappears from the Open tab.
If a document expires without being marked Closed, a red notification counter appears on the Documents tab in the navigation menu.
Adding documents
Section titled “Adding documents”- Via the Documents tab — drag a file into the window, or click the plus icon to select an attachment.
- Via a transaction — open the transaction and click + Attachment. See Link attachments.
- Photo on mobile — use Receipt photo for a direct link to a transaction — see Receipt photo.
Bulk actions
Section titled “Bulk actions”Click the logo circle to the left of a document to show the checkbox column. Check documents and choose an action from the menu (⋮ top right): delete, download as zip, or link to a transaction.
Expense reporting
Section titled “Expense reporting”Receipts linked to a transaction can be collected in an expense report.
Storage
Section titled “Storage”Documents belong to the administration and are stored encrypted — locally (and in the Spendle account on synchronisation). See Where is my data?. Maximum 1 GB of attachments per account, with a maximum of 20 MB per file.