Download uploaded files to keep an offline record

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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.

Option 1 – 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 business menu.

Step 2 – Select the relevant files to download from the Upload History tab.

Step 3 – Click the “Download” button at the top-right corner of the page.

Receipt Bot will compile all your files into a single ZIP file and download it to your device.

Option 2 – 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 Purchase or Sales 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.).

You can filter documents by following fields;

Document IDCategoryDocument Date
Contact NamePayment MethodAmount
Document TypeTransaction CurrencyUpload By
Record AsDescriptionUpload Date
VAT RateDocument Number 

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

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

The system will download the filtered documents in a zip file. The ZIP file can be extracted, and the files can be accessed upon the extraction.

Limitations

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 them for extraction. The actions performed by Receipt Bot include splitting, merging, reorganizing, and compressing. 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.

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 older than thirty days in the Recycle Bin. 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.

Related

Frequently Asked Questions

Q: What’s the advantage of offline recording my accounting documents with Receipt Bot?
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.

Q: Can I recover deleted files from Receipt Bot’s Recycle Bin if they have been there for over thirty days?
A: Receipt Bot permanently deletes files in the Recycle Bin for over thirty days. To avoid data loss, review and restore files regularly if needed.

Q: How long does Receipt Bot retain my account data after I cancel my subscription?
A: Receipt Bot retains your account and related data for six months after you cancel your subscription.

Q: How can I stop the processing of documents in the Receipt Bot?
A: You cannot directly stop processing documents in Receipt Bot, as once the document is uploaded, the system starts running multiple processes on it. However, you can request the deletion of a document through our web chat. Alternatively, if your processing is paused, you can delete your documents by selecting the document and clicking the delete button.

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