Documents

The Documents feature in Zoho Books will help you streamline and store all your documents in one place. You can upload any document like receipts and attach them to transactions like expenses or bills. On enabling auto-scan, all the uploaded documents will be auto-scanned and new transactions can be created instantly. These documents can also be sorted into folders of your preference for future use.

Highlights of Documents feature:

In the next few sections, we’ll be talking about :


Enabling the documents module

Folder

As you enter the Documents module for the very first time, you will be asked to Enable the Auto-scan option.

Enable Auto-Scan

Now, you can

Upload docs

Auto-Scan is a process in which every document that has been emailed or uploaded, goes through automatic data capturing process. This functionality is currently optimized only for documents that are in English language.

Once you enable auto-scan feature in Zoho Books, you’ll soon be taken to the Documents Inbox in Zoho Books.


Inbox and Auto-Scan

The documents Inbox is place where all your files can be stored. It holds documents uploaded by you or your contacts. Once the documents are uploaded, they will be auto-scanned and data like Date, Amount, Merchant Name, etc from these documents will get captured and auto-populated while creating new transactions.

As the documents get auto-scanned, you will be able to observe the following status of the documents:

Status Description
Scan in progress The document or receipt is currently in the auto-scan process.
Scan Completed The document or receipt has been scanned and data is captured successfully.
Scan Failed The auto-scanning has failed. This may result due to illegible data, images which cannot be interpreted or when the language is not supported.

Auto scan statuses

Once the documents are scanned they will be listed in the Inbox based on their time of arrival. The documents in the Inbox are yet to be attached to a transaction and hence act as a reminder of the pending activities which need attention from your end.


Adding Files to your Inbox

Folder

Upload File

You can upload files from the cloud by clicking the drop-down next to Upload Files and selecting Attach from Cloud.

Attach from Cloud


Adding a New Folder

You can create create new folders and add the uploaded documents in them.

Folder

Folder

You can select a custom folder permission.

Name new folder


Adding Files to a Folder

Move to Folder

Note
Once you add files in your Inbox to your Folder, it will be cleared from the inbox.


Editing or Deleting a Folder

Folder


Auto-scan Pricing

Auto-scan feature is available by default to users across all plans. A maximum of 5 scans is available in the feature.

Purchasing add-ons

No. of scans per month Monthly Price Yearly Price
50 SAR 18 SAR 180
50 USD 5 USD 50
50 GBP 4 GBP 40
50 CAD 5 CAD 50
50 AUD 5 AUD 50
50 Rs. 2990
50 RAND 50 RAND 500

Note


Email files to the Inbox

Zoho Books Documents module generates a unique email address for your organisation so that you or your contacts can email documents directly to your Documents Inbox. You can also directly forward the receipts or bills you receive from your vendors to this email address.

To generate a unique email address:

Custom email

Custom email

Custom email

Custom email

You can change the email address by clicking the email to the left of the Upload File button and selecting Choose your own.

Custom email


Permissions in the Documents module

You can select the permissions that you give to the other users of your Zoho Books account. Here’s how:

Folder Access

Roles Description
View Documents This is if you want a user to be able to view all the files in the Documents module. They will have access to the entire module.
Upload Documents Enable this if you want your User to be able to Upload and View files, without the ability to Delete any document.
Delete Documents Allows your User to be able to Delete and View files in the Documents module.
Manage Folder This permission allows the user to create and manage a new/existing folder(s).

Attaching documents to transactions

The uploaded files can be attached to various transactions made in your Zoho Books account.

There are two ways in which you can attach a file to a transaction.

Attach a file from the Documents module

Transactions

Attach a file from a transaction

In an Existing Transaction
In a New Transaction

Attaching a file to a contact

Attaching files to a contact enables your client to have a record of all the files received from you. Only clients with a client portal access can view these attachments.

To attach a file to a Contact :

Contact Documents


Viewing Documents from client portal

Your customers with client portal access, can view the attached files, from their portal as well.

While attaching a file to a transaction, you will have to enable the option Display attachment(s) in client portal and emails

This option can be enabled when:

  1. You wan to attach a file to an already created/existing transaction.

  2. When you are attaching a file while creating a transaction.

You can also attach documents directly to your contacts. These documents may include Contracts, Asset & Liability reports, Product Catalogues etc. They can view these attached documents from their respective Client Portal(s).

To attach a document to a contact

Where can the customer view the documents in the Client Portal?

In the client portal, the homescreen will display these attached files under Shared Documents.

To know more on setting up a client portal, please click here.


Matching documents to transactions

While creating a new transactions like expense, bills the documents module will suggest the best matches based on certain match rules like Vendor Name, Date and Amount. You can review the suggested matches and attach the documents to the transactions as they’re created.

Let’s follow certain examples where the Matching suggestions come in handy, for a user.

Suggested matches in the Documents tab

As soon as the uploaded documents go through auto-scan, they are listed in the Inbox with their scan status. Once you select a document from there, a list of possible matches are suggested. These suggested matches are the transactions that are already entered into the system.

Merge matched document

You can simply click on Merge to attach the document to the existing transaction.

While creating a New Invoice, Expense or a New Bank Transaction

Whenever you create a new transaction in Zoho Books, as you begin entering your transaction values like Date, Merchant Name, Amount etc., a list of suggested matching documents will appear.

If one of the suggested results is the document you need, simply select the checkbox next to it, to attach it directly.

Associate templates

When you create a new Banking Transaction, say an expense or a bill, based on the information on your receipt, matches are suggested. Also a best match case is given, where the data is most precisely matched. You can review and select one of the suggestions and submit your transaction.

With this, you will save additional time on performance of reconciliations.

Associate templates

Matching Bank Statements - An Uncategorised transaction and a document

Certain transactions in the banking module are uncategorised and they need to be matched with the appropriate receipts. To categorise this, you will browse through the suggested documents, select it and just add an account category.

Associate templates

The Documents auto-scan, will fill in the rest of the details including amount, date, vendor name extracted from the receipt and the transaction is matched. Also, the document gets attached to that entry.


Searching the Documents Module

The Documents module provides a search option. You can use the search bar present on the top center of your Zoho Books screen to search for a particular document. The documents module will be searched from the current context.

For instance, if your are in All files tab, the files from the All Files tab will be searched. Similarly for the Inbox, Folders and Trash.

The search works in the following way:

General search for documents

You can perform an Advanced Search, if you know certain specific information about the document you are looking for.

In this, you will have the option to enter specific details to search for the documents like a particular Vendor name, receipt amount range etc. This will fetch the best matching results from the Documents Inbox.

Advanced Search for Inbox

Note
Currently, Advanced search will have only File Name field for other searching through the documents.

Streamline all your documents in one place and experience better document management.



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