Overview
The Google Drive integration automatically backs up receipt images, expense reports, and financial documents from Smartbills to your Google Drive. Organize files by date, category, or report, and access them from anywhere.Key Features
Prerequisites
- Google account or Google Workspace account
- Smartbills Business plan or higher
Setup
1
Open the Apps Marketplace
In Smartbills, go to Settings > Apps and search for Google Drive.
2
Connect Your Account
Click Connect and sign in with your Google account. Authorize Smartbills to manage files in a specific folder.
3
Choose Destination
Select or create the destination folder in Google Drive where receipts will be stored.
4
Configure Folder Structure
Choose how files are organized (by date, category, employee, or report).
5
Set Sync Triggers
Select when backups occur (on upload, on approval, or scheduled).
Configuration
Folder Structure
Sync Triggers
File Format
File Naming
Data Sync
Troubleshooting
Files not appearing in Drive
Files not appearing in Drive
Verify the integration is connected and the destination folder still exists. Check Settings > Apps > Google Drive for sync status.
Permission denied errors
Permission denied errors
Re-authorize the integration. If using a Shared Drive, ensure Smartbills has Contributor access or higher.
Storage quota exceeded
Storage quota exceeded
Google Drive storage is limited by your plan. Free up space or upgrade your Google storage plan.
Duplicate files
Duplicate files
Check that only one sync trigger is active. Using both “on upload” and “scheduled” may create duplicates.
Folder structure not applied
Folder structure not applied
Verify the folder structure setting in the integration configuration. Changes to the folder structure apply only to new files.