Keep your documents

Documents holds what your organization keeps and renews: licences, permits, insurance policies, contracts, leases and registrations. Each one has an expiry or due date, an owner who gets the reminders, and the files themselves.

1. Open Documents and press Add document.

2. Keep From files and drop in the files: photos, PDFs, Word, Excel or text files, up to 10 files of 25 MB each. Files added together make one document, such as the pages of one policy.

   For a deadline with no file yet, such as a monthly tax return, choose Without a file and fill in the name, type and due date yourself.

3. Press Add. SlipInbox reads the name, type, reference, issuer and dates off the files and puts the document in To confirm.

Send a document to your organization’s SlipInbox email address, or on WhatsApp, the same way you send a receipt. SlipInbox sorts each file: receipts go to Receipts, documents to keep go to DocumentsTo confirm. On WhatsApp the sender gets a reply such as “Saved as a document: Driving licence, expires 4 Mar 2031.”

• When SlipInbox is unsure, the document says so at the top and offers Move to receipts.
• A receipt filed as a document by mistake moves back from its page in To confirm. Press Move to receipts. It counts toward the month’s receipts.
• A document filed as a receipt moves the other way. Admins and accountants open the receipt’s more-actions menu and choose This is a document, while it is still undecided.

See Forward receipts by email and Send receipts by WhatsApp to set up the address and the number.

Every new document waits in DocumentsTo confirm until a person checks it. Reminders start only after you confirm, so a misread date never sends anyone the wrong reminder.

1. Open the document. The file shows beside what SlipInbox read from it.

2. Check the Name, Type, About and Due on. Leave the date empty for a document with no expiry. Set Repeats for a deadline that comes back, such as a quarterly return.

3. Pick the Owner, who gets the reminders, and anyone under Also remind.

4. Press Confirm.

Press Discard instead to delete a file added by mistake, with the document.

SlipInbox picks out the values you open a document to find and shows them at the top under Key facts. On a motor policy that is the sum insured, the premium and the excess. On a lease it is the rent, the deposit and the notice period.

Press the copy button beside a value to paste it into a form. A value marked Check this was not found in the file’s text, so compare it with the file first.

Press Edit on the card to fix a value, add one SlipInbox missed or remove one you don’t need. Key facts come from files added from now on, and from each new version you upload.

The Documents list puts what needs you first: To confirm, Overdue, then Due in 30 days. After them come Later, No expiry and Archived.

Search by name or reference number, or narrow the list to the company, one person or one asset under About. A person’s page on People lists the documents about them, such as a work permit.

The Linked card on a receipt, document, asset, person or merchant shows what belongs with it, such as the receipt for a premium or the insurer. Press Link to add one: suggestions come first, then the newest of everything. Type to search, or pick one kind, such as Assets. SlipInbox links a document to the merchant that issued it, and to every asset whose number it shows, marked Auto.

The first asset or person you link to a document is its Main one: the one it is about. The document then lists on that asset’s page, counts toward its usual documents and follows its reminders. To change it, open the menu beside another one and press Make main. A receipt has one asset, its spending counted once, so linking another asset puts the receipt against that one instead.

A paper that gets renewed and a deadline that repeats each have their own button on the document.

• Upload the new one adds the renewed paper as the current version. The old one stays under History. The new dates wait in To confirm for you to check.
• Mark done moves a repeating deadline to its next due date. Add the filed return or the receipt as proof if you have it.
• Not renewing, in the more-actions menu, stops the reminders for a document you let lapse and moves it to Archived.

Archive puts away a document you no longer need reminders for. Restore brings it back on the list.

• Admins see every document.
• Accountants see every document except private ones.
• Employees see the documents they own, the ones they’re reminded about, and the ones about them. The documents they add are about themselves.

An admin ticks Private, so only admins see it on a passport, a contract or anything else sensitive. See Roles: Admin, Accountant and Employee.