Receipts
Financial > Receipts (/receipts) gathers the payment receipts of the workspace. Every payment sent to the bank and confirmed produces a receipt here automatically — and whatever was paid outside the system (bank app, direct debit) you upload by hand. Either way, whoever needs the receipt is notified by email.
A receipt is about money going OUT. This screen belongs to the payables side. On the receivables side the equivalent is the charge your customer pays — see Bank slip and Pix charges.
Where each receipt comes from
| Source | How it shows up | Deletable? |
|---|---|---|
| Bank | on its own, when a payment sent to the bank is confirmed | ❌ no |
| Manual upload | you upload the file through "Upload receipt" | ✅ yes |
A captured receipt cannot be deleted. It is the proof of a payment that really happened, and the next capture would bring it back — deleting it would be a promise the bank undoes. What you uploaded, on the other hand, is your own file, and it leaves along with its attachment.
The numbers strip
Above the table, five numbers for the filtered period:
| Number | What it counts |
|---|---|
| Receipts | how many exist in the current slice |
| Available | the document is already stored — the happy ending |
| No link | no payable attached |
| Failed | the capture could not fetch the document |
| Total amount | the sum of their amounts — set apart by a rule, since it is the only one that does not count receipts |
These numbers ignore the search box and the active tab. They answer "how many exist over there?", not "how many are left of what I'm looking at" — otherwise the tab counter would shrink while you type.
The four tabs
- All — everything in the period.
- No link — receipts that don't point at a payable yet. Only manual uploads produce these: through the bank the bill is always known.
- Bill still open — the receipt points at a payable nobody settled. See A receipt does not settle the bill.
- Failed — the capture could not fetch the document. Each row shows why.
A receipt's status
| Status | What it means |
|---|---|
| Downloading | the receipt was identified and the document is being fetched |
| Available | ready to open and download |
| Failed | the document could not be fetched; use "Try again" |
A few moments in "Downloading" is normal. Fetching the document runs in the background and is done sparingly — the bank caps how many lookups fit in an hour, and those lookups are shared with the syncs and with the payment status tracking.
Filters and search
The search box at the top looks at the payee (name or document) and at the bill's description.
Advanced search narrows by:
- Payment date (period)
- Company — only in the consolidated view; with one company picked at the top, it is the scope of the whole screen
- Financial account — where the money came from
- Settlement — bank slip, Pix, tax, transfer…
- Source — bank or manual upload
What you can do on each row
| Action | When it appears |
|---|---|
| Download receipt | the document is available |
| Open the bill | there is a payable linked |
| Link to a bill | there isn't, and only on manually uploaded ones |
| Unlink from the bill | there is, and only on manually uploaded ones |
| Mark as paid | the linked bill is still open |
| Try again | only on captured receipts that failed |
| Delete | only on manually uploaded ones |
Clicking the document opens the preview. Images render right there; a PDF opens in a new tab — the system's security policy doesn't allow displaying it inside the screen, and the preview says so instead of showing an empty frame.
Some banks only hand the receipt over as a web page, not as a file. There is nothing to store in that case: the receipt stays reachable through "Open at the origin", and the row remains Available — it is not a failure.
Linking to a payable
"Link to a bill" attaches the receipt to a payable. The attachment goes with it: the receipt then also shows up on the bill's own screen, with no need to attach it again. Unlinking removes that association.
This is the path for a payment you made through your bank's app: upload the receipt and link it to the matching bill — either as you upload it, or later from the row's own menu.
Can't find the bill in the list? Type. With nothing typed the list shows bills due around the payment date, which is where the matching one almost always is — and flags the ones matching the receipt with "Same amount" and "Same date". As soon as you type, the search covers every period: that is how you find the bill for a payment made two months late.
The line under the field always says which slice is in force and how many bills were left out.
Link and unlink exist only on manual uploads. On a captured receipt the bill comes from the payment itself, and the next capture would bring it back — touching it there would be a promise the bank undoes.
A receipt does not settle the bill
Linking a receipt does not mark the payable as paid. They are two different facts: the receipt is the evidence that the money left; the settlement is the payment recorded in the system, which creates the entry in the financial account. When the payment goes out through the bank, the settlement already happens on its own at confirmation. On a manual upload it does not — which is why a bill can read Overdue with the receipt attached to it.
The screen tells you instead of deciding for you: the linked bill gets a "Bill still open" mark under its description, the tab of the same name gathers all of them, and the "Mark as paid" action opens the usual payment confirmation — already filled in with the receipt's date and account.
Why not automatic? The receipt's amount is not always the bill's: interest, discounts and partial payments make the two differ. Settling on its own would record the wrong amount in exactly the cases that matter most — so the confirmation stays with you, who knows what happened.
Uploading a receipt by hand
"Upload receipt" opens the form. Required: the file, the payment date and the amount. Optional: payable, payee, financial account and settlement kind — you can link the bill now or later.
The company is not chosen here: whichever one is selected at the top of the screen applies.
The file must be a PDF or an image (pdf, png, jpg). Spreadsheets and statements — xlsx, csv, xml, ofx — are accepted under Attachments, because they serve other purposes, but none of them proves a payment. The size limit is the same as for attachments.
Who is emailed
The notice goes out to two lists, which coexist:
| List | Where you set it | Who can be on it | What they get |
|---|---|---|---|
| The workspace's | "Configure delivery", on this screen | workspace members only | a notice, with a link to the bill |
| The bill's | on the payable's form, under "Receipt delivery" | any email address | the receipt attached, no link |
The workspace list
"Configure delivery" opens the list of who is notified about every receipt in the workspace.
Only workspace members appear here. This list has no free email field: a loose address covering the whole workspace would be a parallel registry, with no owner and no way to revoke it.
Removing someone from the workspace already takes them off the delivery list; there is no need to uncheck them here too.
The bill's list
On the payable's form, "Receipt delivery" takes any address — the supplier's accountant, the payee themselves. They receive the receipt file attached to the email and no link into the system: they are outsiders, and a button to a screen they cannot enter would be a locked door.
Why a free email address here but not on the other list? A receipt is a document you send out — requiring the supplier's accountant to become a member of your workspace to receive one is not governance, it is a wall. What keeps this list in check is its reach: it belongs to that one bill, is edited on that bill's form, and leaves with it, so there is no inherited address nobody remembers to remove.
The list repeats down a series: when you create an installment plan or a recurrence, every installment and every occurrence is born with the same recipients, because each one produces its own receipt. Changing it afterwards affects only the bill you edited.
When the email goes out
On any of the three ways a receipt reaches a bill:
- the automatic capture, when the bank confirms the payment;
- a manual upload already linked to a payable;
- "Link to a bill", on a receipt that had no link yet.
With nobody on either list, no email is sent — and nothing fails because of it. The bell notification happens either way. Anyone on both lists receives it only once.
The email always goes out in the product's default language. The bell notification, on the other hand, shows up in each person's own language.
A receipt the bank only serves as a web page has no file to attach. The email still goes out, without the attachment.
Receipts of older payments
The capture is triggered by the payment's confirmation, so it cannot reach the past: payments confirmed before the feature existed have no receipt here. Whoever administers the environment can run a one-off sweep to fetch them — it is deliberately slow, so it doesn't eat the bank's lookup budget.
Related
- Payables — sending to the bank — what produces the confirmation that generates the receipt
- Attachments — the library where the captured document is stored
- Banking Gateway integration — the connection that makes the capture possible
- Payables — the form — where a bill's recipients are registered
- API — Receipts — to read receipts from outside the system (read-only)
- API — Update payable — the
receipt_emailsfield, to register recipients from outside the system