Set up Document Upload & Collection
Acxite’s intelligent document processing eliminates manual data entry by allowing you to easily upload various financial documents, such as purchase invoices, sales invoices, payment receipts, credit notes, and bank or credit card statements. Once uploaded, Acxite uses Receipt Bot to extracts the relevant data and creates the corresponding accounting transactions within your ledger, populating your financial reports in real-time.
This guide outlines the various convenient methods for uploading your documents to Acxite, ensuring your bookkeeping is always up-to-date and effortless.
Prerequisites
Before uploading documents, ensure you have:
- An active Acxite account and access to the business you wish to manage.
- Your financial documents are ready in a supported format (PDF, JPG, PNG).
Upload from Your Computer Using the Web App
You can directly upload documents, PDFs, or scanned receipts from your computer to your Acxite account via the web application.
Step 1 – Navigate to the relevant module (e.g., Purchases, Sales, Supplier Statement, or Sales Ledger) from your business menu.
Step 2 – Click the Upload File button.
Step 3 – Click the text Browse and Drop Files here to Upload to open your computer’s file explorer.
Step 4 – Select the file(s) you wish to upload and click the Open button. Alternatively, you can drag and drop file(s) directly into the upload window.
Your files will begin uploading to Acxite for data extraction and processing. You can track their status from the Document Management page.
Important Notes:
- You can select multiple files at once.
- If you are uploading a mix of document types (e.g., purchases, sales, and bank statements), ensure the Auto Reclassify option is enabled before selecting your files. Acxite will intelligently recognise and assign the correct module.
- Closing the upload window while files are still uploading will discard any partially uploaded files.
- Acxite can recognise and reject duplicate files to prevent unnecessary processing.
- Supported file formats include PDF, JPG, and PNG.
- Individual file size should not exceed 256 MB.
- PDF files should not contain more than 1,500 pages.
Upload Documents from Dropbox
If your documents are stored in Dropbox, you can seamlessly upload them to Acxite.
Step 1 – Navigate to the relevant module (e.g., Purchases, Sales, Supplier Statement, or Sales Ledger) from your business menu.
Step 2 – Click the Upload File button.
Step 3 – Click the Dropbox icon.
Step 4 – Log in using your Dropbox email address and password when prompted.
Step 5 – Choose the file(s) you wish to upload to Acxite.
Step 6 – Click the Choose button to confirm your selection.
Your files will be uploaded to Acxite for data extraction and processing.
Email Documents to Your Acxite Inbox
Acxite uses Receipt Bot’s document inbox feature to help you upload documents directly that you receive via email. Receipt Bot’s data extraction technology can extract data from the email body and the attachments. You can email documents directly to the Receipt Bot document inbox for processing. For more details, please refer to Record Transaction via Email.
Upload Documents via Acxite Secure API
You can also upload documents through Receipt Bot in Acxite by inviting your Receipt Bot business into Acxite. Once connected, you can use the API to upload and extract documents seamlessly.
The Receipt Bot Open API allows you to automate uploading documents for data extraction.
Follow the steps below to use the Receipt Bot Open API in Acxite:
Step 1 – Navigate to the Business Configurations page.
Step 2 – Select Integrations.
Step 3 – Choose File Upload API.
Step 4 – Copy the API keys and credentials.
The Postman API Documentation provides you a detailed guidance on submitting documents via the Receipt Bot API.
Frequently Asked Questions (FAQs)
Q: What types of documents can I upload to Acxite?
A: You can upload purchase invoices, sales invoices, payment receipts, credit notes, and bank or credit card statements.
Q: What file formats does Acxite support for document uploads?
A: Acxite supports PDF, JPG, and PNG, file formats.
Q: Is there a limit to the number of pages in a PDF document?
A: Yes, PDF files should not contain more than 1,500 pages.
Q: How often does Acxite check its document inbox for emailed documents?
A: Acxite checks the document inbox every 15 minutes.
Q: Can Acxite detect and reject duplicate documents?
A: Yes, Acxite is designed to recognise and reject duplicate files, preventing unnecessary processing.