The Document Hub

One inbox for every receipt, bill and statement — upload, scan on your phone or email documents in, see what was read off each, and file it against the transaction it proves.

The Document Hub (Accounting → Money) holds paperwork until it is filed against the bill, expense claim, invoice or order it belongs to. It is on the website and in both phone apps, where the camera is the quickest way in.

Getting documents in

Upload files — several at a time — or drag them onto the page on the website.
Scan a document with your phone — several pages become one PDF — or pick photos or files, several at a time.
Email it in. Turn on your books’ private email-in address and forward bills and receipts to it.

Photos and PDFs are read for the vendor, date and total, with how sure the reading is, and a photo is shown on the document itself so you can check the reading against the paper. Spreadsheets and text files are kept and filed as they are — there is nothing to read figures from. The same file sent twice is kept once.

Filing a document

Where it probably belongs: a bill, expense claim or bank line with the same amount within ten days, with the reasons shown. Nothing is filed until you press File here.
Make a bill from it — you confirm first, and it is posted from what was read.
Make an expense claim from it; it goes to expense approvals like any other.
File it against anything else by hand: a bill, an expense claim, an invoice, a purchase order or a sales order.

A filed document is part of the record and cannot be deleted — unfile it first if it was filed by mistake. Anything else can be archived, restored or deleted.

The email-in address

Anybody who has the address can send to it, so you can replace it at any time — the old one stops delivering at once — or turn it off. The address appears only once Seayora has a mailbox to read it from; until then the hub says so, and every other way in still works.

Frequently asked questions

Does Seayora file documents automatically?

No. It suggests where a document probably belongs and why. A person files it.

What if a figure was read wrongly?

Edit the draft before you save it, or void a bill made from it and enter it by hand. What was read is a suggestion, not a fact.

Can my assistant see the inbox?

Yes, read-only: what arrived, what was read and whether it is filed. It cannot upload, file or delete anything.

Related guides

Related features and guides

Accounting Suite Overview — Documentation. A tour of Seayora’s accounting and bookkeeping tools — invoicing, bills, ledger, bank feeds, reports, automations, and the AI analyst.
Accounting on your phone — Documentation. The whole accounting suite — the Expense Center and the full ledger — in the Operations tab of the iPhone and Android apps.
QR Codes & Scanning — Documentation. Print QR labels for equipment, units, jobs and signs, scan any code with your phone, and see everywhere a label has been read.
Owner Portals & Reporting — Feature. Owner portals and multi-property accounting let property owners see performance and financials for their assets without a monthly email from you.
Bank Feeds & Reconciliation — Feature. Connect bank feeds and reconcile transactions against the ledger, so what the books say and what the bank says actually match.
Job Costing — Feature. Track labor, materials, and vendor costs against each work order or capital project, so you know real margin per job instead of guessing.