Inbox is a feature inside the Expenses application where you can organize and classify all the files that you receive from an external source, such as expense tickets from your employee or an invoice sent by email by one of your providers, to then add them to your financial records in Holded.
Getting your files in Inbox
There are three ways of receiving the files:
- Manual Upload
With this option you can upload the file directly from your device by dragging and dropping it to your Inbox or by clicking on the button Upload.
Remember that drag and drop files cannot exceed 5 MB.
- Email to your Inbox email address
With this option you will receive the files directly to your Inbox email address. Unlike drag and drop, the limit weight of the files that can be sent to your Holded Inbox is up to 17 MB. If the file exceeds this limit, the sender will receive an email with a warning.
To know how to configure your Inbox email, refer to this article
- Scan through the mobile application
With the mobile app you can scan documents to your Holded Inbox. To scan the file you will need to install our mobile app first, whether you have Android or iOS.
Once received, you can easily identify what type of file it is, its origin, the status, the date it was received and the sender.
Whichever receiving form you choose, the only supported formats are PDF, JPEG and PNG.
Keep in mind that this app is only supported in the following languages: English, French, German, Nordic languages (Danish, Norwegian, Swedish, Finnish), Spanish, Italian, Czech, Slovak, Polish, Hungarian, and Romanian.
Converting your file into a Holded document
Whether you decide to transfer your data manually or automatically, you can choose from one of the following Holded document types to convert your Inbox files: Purchase, Purchase order, Receipt, Refund and Sales order.
Remember that the default type for a Holded document will be Purchase.
Once you have your files in your Inbox, you have three different options to convert them into a Holded document:
- Send it to the Scan to capture automatically the file data
Every time you use our smart scanning solution, the document that is going to be generated will have by default the Draft status mode activated so that you can modify your documents as many times as you need before approving them. Please note that by disabling this mode, you will not be able to generate any document.
- Assign the file to an existing Holded document
- Manually capture the data to create a new document.
With this option you can choose to Divide by item to list every item and its value or Total sum only to show just the total amount.
Learn more how to convert your file into a document here
Understanding the file statuses
When converting files into Holded documents, these files will go through several stages until completed. These will appear as follows:
When a file has just been received. You can decide to scan it in order to create a document, do a manual capture of the data or delete the file.
The system labels the file as duplicated when a name and a size matches with an already received file
The file is being processed into the system, no actions can be performed
- Pending to verify
The file has been processed, and it’s pending to be approved or modified by you
An error has occurred while processing the file
The file has been processed, and it’s available into the system