Help Center / Receipt & Document Management

Receipt & Document Management

View documents without downloading, upload receipts from vendor accounts, manage bill attachments, and keep payment allocations balanced.

Built-In Document Viewer

Wherever you see a View button next to a scanned receipt or vendor invoice, clicking it opens a full-screen overlay inside BizBooks Pro rather than downloading the file to your computer.

The viewer is available on the Receipt Scanner list, the vendor Documents tab, bill detail pages, and the transaction register attachment icon.

Uploading Documents from a Vendor Account

You can upload a receipt or vendor invoice without leaving the vendor detail view:

  1. Open Vendors and select a vendor
  2. Switch to the Documents tab
  3. Click Scan Receipt or Scan Invoice
  4. Choose the file from your computer
  5. The AI extraction engine reads the vendor name, amount, date, and line items automatically
  6. The document is linked to the vendor and shows up in their Documents tab right away
Tip: Because you are uploading from the vendor's profile, the vendor assignment is automatic. You can skip the vendor-matching step in the review screen.

Invoice / Receipt Number from a Scan

When you scan a vendor invoice or receipt, BizBooks Pro reads the printed invoice or receipt number and shows it in the Invoice / Receipt # field of the Review Extracted Data window.

  1. Scan a vendor invoice or receipt as usual
  2. In the Review Extracted Data window, check the Invoice / Receipt # field — it is pre-filled from the document
  3. Edit it if the scan misread anything, or leave it as is
  4. Click Create Bill (or Create Transaction)

For a vendor invoice, that number becomes the bill number on the new bill. If a bill with the same number already exists, BizBooks Pro appends a suffix automatically so the save never fails. For a cash receipt, the number is saved as the transaction's reference number.

Tip: Leave the field blank and BizBooks Pro falls back to a unique RCP- number, so you can always create the bill even when no number is printed on the document.

When a scanned receipt or vendor invoice has been attached to a bill, the bill detail page includes an Attached Documents area listing every file with its name, type, file size, and upload date. Click View to open any document in the built-in viewer.

Detaching a Document from a Bill

If a file was linked to the wrong bill or is no longer needed:

  1. Open the bill detail page
  2. Locate the file in the Attached Documents area
  3. Click the trash icon beside it
  4. Confirm when prompted

The source file stays in your Receipt Scanner archive — it is only unlinked from the bill, not deleted. You can reattach it to another bill later.

Payment Allocation Checks

When you record a payment against one or more bills, BizBooks Pro now ensures that every dollar of the payment total is distributed to specific bills before the save is allowed.

Why this matters: Before this check, unallocated amounts could be saved without being applied to any bill, which created mismatches in accounts payable. Allocation validation makes sure every payment dollar is tracked.

Full-Width Adaptive Layout

The workspace now stretches to use the full width of your display. Whether you are on a 13-inch laptop or a 34-inch ultrawide monitor, tables, dashboards, and reports expand to take advantage of all available space.

Folding Sidebar Groups

The left sidebar organizes menu items under four group headers: Business Overview, Contacts & Billing, Reports, and Tools. Click any header to fold its section closed and hide the items beneath it. Click again to expand.

The sidebar now scrolls on its own, separate from the main content panel. When you click a menu item near the bottom of the list, the content loads on the right side while the sidebar stays in position. This removes the need to scroll back up after navigating to a section lower in the menu.