Download uploaded files to keep an offline record

Last Updated on:

Receipt Bot stores your accounting documents online, which can be accessed anytime. You can download original document files to keep an offline record or provide those documents as evidence to the Tax Authorities.

Receipt Bot provides a single-click download option with smart filters to make the downloading process quick and effortless.

Downloading files from Upload History

You can download documents from the upload history, sale, or purchase invoices pages. You can follow these steps to download files:

Step 1 – Navigate to the Document Management page from the left side of the business menu.

Step 2 – From upload history tab, select the relevant files to download.

Step 3 – Click the “Download” button located at the top right corner of the screen

Receipt Bot compiles all your files in a single zip file and downloads it to your device.

Download files by applying filters on extracted data

You can download data from the purchase/sale invoices and apply filters on the extracted data, like invoice date and category.

Please follow these steps to download files by applying filters on extracted data.

Step 1 – Navigate to the Sale or Purchase Invoice page.

Step 2 – Click on the individual filter located at the header of each column and apply the relevant filters (e.g., Doc ID, date, category, etc.). 
Note: Receipt Bot will apply the filters, making it easier for you to locate the specified documents.

Step 3 – Select all the documents after applying the filters. 

Step 4 – Click the “Download Files” icon located at the top right corner of the screen.

The system will download the filtered documents in a zip file.

You can filter documents by following fields;

• Document ID • Category • Document Date
• Contact Name • Payment Method • Amount
• Document Type • Transaction Currency • Upload By
• Record As • Description • Upload Date
• VAT Rate • Document Number

Limitations

Limit of 512 MB on download.

Receipt Bot allows file download up to 512 MB in one go. If you have a larger file in the Receipt Bot, you must perform the downloading task in more than one session.

Receipt Bot performs several operations on your uploaded files to prepare files for extraction. The actions performed by Receipt Bot include split, merge, re-organize and compress. A new file is created after split and merge actions are performed, and the actual file that you uploaded is preserved.

You can apply filters on the upload history page to filter out the system-generated documents and download only the relevant files to reduce the file size for the download activity. Please refer to the following Video on downloading only the modified files.

Cases when files are deleted in the Receipt Bot

Receipt Bot records all the files you upload to your account. But, in the following two cases, Receipt Bot might delete your data permanently.

  • Receipt Bot automatically deletes files in the recycle bin older than thirty days. When you delete a document, it is moved to the Recycle Bin, and you can also restore it before the thirty days limit.
  • Your account and all the related data are deleted from Receipt Bot six months after you cancel your subscription.
Frequently asked questions


A: An offline record ensures a secure and easily accessible backup of your financial data. It helps maintain an accurate cash flow record, reduces the risk of data loss, and ensures compliance with legal requirements.
You can also share these files with your auditors or tax authorities as evidence of the transaction recorded.


A: Receipt Bot permanently deletes files in the Recycle Bin for over thirty days. Regularly review and restore files if needed to avoid data loss.


A: Receipt Bot retains your account and related data for six months after you cancel your subscription.

Related

Review and download bank statements

Export Documents & Record Transactions in Xero

Export Documents & Record Transactions in QuickBooks Online

Go to Top