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Overview

The Vault stores your financial documents automatically, but you can also upload files manually, organize them with tags, search for specific records, and export documents when needed. This guide covers the key document management tasks.

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Viewing Documents

1

Navigate to the Vault

Click Vault in the left sidebar to open the document vault.
2

Browse by Category or Date

Use the filter tabs and date picker at the top to narrow the document list:
  • Click a document type tab (All, Receipts, Reports, Invoices, Other) to filter by category
  • Use the date range picker to focus on a specific period
  • Sort by date, name, or file size using the column headers
3

Click to Preview or Download

Click on any document to open the preview panel. From the preview, you can:
  • View the document at full size
  • Click Download to save a copy to your computer
  • Click the link to the related expense, report, or bill
  • View metadata such as upload date, file size, and tags

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Uploading Documents

You can upload files directly to the Vault for documents that are not automatically captured through expenses or bills.
1

Click Upload

In the Vault, click the Upload button in the top-right corner.
2

Select Files

Drag and drop files onto the upload area, or click Browse to select files from your computer. You can upload multiple files at once.Supported formats:
  • PDF documents
  • Images (JPEG, PNG)
  • Spreadsheets (XLSX, CSV)
  • Other common document formats
3

Add Tags and Description

For each uploaded file, you can add:
  • Tags: Keywords for easier searching (e.g., “contract”, “Q1-2024”, “vendor-acme”)
  • Description: A brief note about the document’s contents or purpose
  • Category: Classify the document type (receipt, invoice, contract, other)
4

Save

Click Save to complete the upload. The documents appear in the Vault immediately and are available for searching and downloading.

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Searching for Documents

The Vault search bar helps you find specific documents quickly. Type a keyword into the search bar at the top of the Vault. Search matches against:
  • File name
  • Tags
  • Description
  • Associated vendor, employee, or report name

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Advanced Filtering

Combine search with filters for more precise results:
  1. Enter a search term
  2. Apply a date range to narrow the time period
  3. Select a document type to focus on a category
  4. Filter by employee to see a specific person’s documents
  5. Use tags to match labeled documents
Search tip: Use specific terms for better results. Searching for “acme invoice march” is more effective than searching for “document”.

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Exporting Documents

You can download individual documents or export multiple files at once.

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Download a Single Document

  1. Click on the document to open the preview
  2. Click the Download button
  3. The file is saved to your computer’s default download location

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Bulk Export as ZIP

1

Select Documents

Use the checkboxes next to each document to select the files you want to export. You can also use Select All to select every document in the current filtered view.
2

Click Download

With documents selected, click the Download button in the toolbar. If multiple files are selected, they are packaged into a ZIP archive.
Large exports: If you select a large number of documents, the ZIP file may take a moment to prepare. A progress indicator shows the export status.

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Editing Document Metadata

You can update the tags and description on any document in the Vault:
  1. Click on the document to open the preview
  2. Click Edit next to the tags or description field
  3. Make your changes
  4. Click Save
This does not modify the original file, only the metadata associated with it.

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Deleting Documents

Manually uploaded documents can be removed from the Vault:
  1. Open the document preview
  2. Click Delete
  3. Confirm the deletion
Auto-archived documents (those linked to expenses, reports, or bills) cannot be deleted from the Vault while the associated record exists. This ensures document integrity for compliance purposes.

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What’s Next?

Vault Overview

Learn about the Vault’s purpose and access controls

Bills

Manage vendor invoices

Expense Reports

Create and submit expense reports

Settings

Configure vault and retention settings