Send Documents to Finofo by Upload, Email or Text

How It Works

"Documents are processed and classified automatically." Finofo works out whether each file is a purchase order, invoice, packing slip or expense receipt, reads it and finds the PO an invoice bills against. Files it cannot recognize go to Documents > Unclassified. The Uploads tray in the top bar tracks files from every source, with Uploading, Failed and History tabs.

Every workspace has one email address and one text number, shown on the upload page and in Settings > Inbox > Addresses. Mail needs a PDF or image attached. Team members are trusted automatically; mail from anyone else waits in Needs review unless a sender rule says otherwise. Receipts texted to the workspace number become expenses.

Upload Documents

1. Click + in the top bar and choose Upload documents.

2. Drag files onto Drag and drop documents here, or click Browse files.

3. Click Upload.

4. Open the Uploads tray from the top bar to follow progress, for example Extracting data.

Send Documents by Email or Text

1. Copy the address or number from the upload page or from Settings > Inbox > Addresses.

2. Email the documents as PDF or image attachments, or text them to the number. To forward from a shared mailbox, use How to forward mail here for Gmail and Outlook guides.

3. Open Inbox to find the message, unless a Process automatically rule sent it straight to extraction.

Review Held Mail in the Inbox

1. Open Inbox. Needs review is the default view; a badge shows how many messages wait.

2. Click a message and check the sender, the reason chips and the attachments. Open Details for the sender checks.

3. Click Send to extraction, leaving out files that should not be processed, such as a logo or signature image.

4. Optionally tick Always process mail from... to create a sender rule, then confirm. The message moves to Sent.

5. For mail that is not needed, click Dismiss instead.

• Not trusted yet: No rule covers the sender.
• New address for a known vendor: A recognized vendor is writing from a new address.
• Couldn't verify sender: The sender checks failed.
• Suspicious: The message looks fraudulent. It cannot be sent to extraction until someone marks it Not suspicious.
• Possible duplicate: An attachment matches a document already received. A banner links to View original.
• Held by a rule: A Hold for review rule covers the sender.
• No files: No PDF or image is attached.

Set Sender Rules

1. Open Settings > Inbox > Sender rules and click Add rule.

2. Enter an email address, an email domain or a phone number.

3. Choose Process automatically, Trust, Hold for review or Block.

When several rules match, an exact address or phone number beats a domain, and Block beats Hold for review, which beats Process automatically. Trust applies only when no other rule matches.

Tips

• Use Upload documents only for purchase orders, invoices, packing slips and expense receipts. Vendor statements, card statements and contracts have their own options on the + menu.
• Check the Failed tab of the Uploads tray after a large upload.
• Add Process automatically for trusted, high-volume vendors and Hold for review for senders whose documents need a look every time.
• Treat any request to change bank details as suspicious until you confirm it with a known vendor contact.

Frequently Asked Questions

What file types can I upload to Finofo?

PDF, JPEG, JPG and PNG, up to 25 MB per file. Emailed and texted documents need a PDF or image attached.

Why hasn't my emailed invoice reached the Invoices list?

Check the Inbox views Needs review, Suspicious and Blocked. Also check that Accept mail sent to this address is on in Settings > Inbox > Addresses; when it is off, mail sent to the address is refused.

Should vendors text their invoices?

No. The text number is designed for receipts, which become expenses. Vendors should email invoices to the workspace address.

How do I block or unblock a sender?

Add or change a Block rule in Settings > Inbox > Sender rules. Blocked mail is listed under Blocked, and reopening a blocked message does not unblock the sender; change the rule instead.