Overview: Document Ingestion

Our system is designed to make the collection and organization of your documents as automatic as possible. Here you will learn how to get your invoices and receipts into the system and prepare them for bookkeeping.

Collection Methods

You can get your documents into the system in two ways:

• Automatic via Email: Connect your mailbox (Gmail, Outlook, or IMAP) and let the system automatically fetch attachments. The system uses AI to read the content of your PDFs and images, extracting vendor names, amounts, and dates.
• Manual Upload: Upload files directly from your computer or mobile device by dragging and dropping them into the upload area in the Source Documents section.

Organization in Tabs

Your documents are organized into four tabs to give you the best overview:

1. Inbox: New documents awaiting processing or manual matching. These are documents that have been successfully read by the system but are not yet linked to a bank transaction.
2. Possible: Documents found in emails where a matching transaction might already have been handled or where the system is uncertain about the match.
3. Connected: Fully processed documents that have been matched with a bank transaction. These are safely stored and linked to your bookkeeping entries.
4. Rejected: Documents you have chosen to ignore (e.g., advertisements or private receipts). You can always move a document back to the inbox if it was rejected by mistake.

Document Processing

When a document enters the system, it goes through several automated steps:

• Classification: The system determines if the document is an invoice, a receipt, or something else.
• Data Extraction: Our AI extracts key information like vendor name, invoice number, total amount, currency, and date.
• Automatic Matching: The system immediately tries to find a matching transaction in your bank overview.

Next Steps

Once your documents are collected, they need to be matched with your bank transactions. You can read more about this in the Cash Journal guide.