Document sharing in AccBooks AI

Overview

AccBooks has a built-in document management system that lets you store, attach and share financial documents with your team and clients — receipts, invoices, bank statements, contracts, reports and more.

Uploading documents

Option 1 — Drag and drop

Go to Documents in the left sidebar and drag files directly onto the upload area. AccBooks accepts PDF, JPEG, PNG, HEIF, WebP, XLSX, CSV and Word documents up to 25 MB per file.

Option 2 — From a transaction

Open any transaction in the reconciliation queue or journal, and click Attach document. The attached file is linked to that specific transaction — making it easy to find later.

Option 3 — Mobile photo capture

In the mobile app, tap + → Photograph receipt. Point your camera at a receipt and AccBooks captures and processes it automatically.

Option 4 — Email forwarding

Forward supplier invoices or bank statements to your AccBooks import address (shown at Settings → Integrations → Email import). The AI extracts the key data and creates a draft transaction.

AI document processing

When you upload a PDF or image, AccBooks AI:

1. Extracts date, supplier, amount and VAT from the document.
2. Creates a draft transaction pre-filled with the extracted data.
3. Asks you to review and confirm before posting.

For high-quality invoices and receipts, extraction accuracy exceeds 97%.

Organising documents

AccBooks organises documents automatically:

• By transaction — linked to the transaction they support.
• By month — chronologically in the Documents library.
• By type — invoices, receipts, bank statements, contracts.

You can also add manual folders under Documents → + New folder and drag documents into them.

Document statuses

Status	Meaning
Unprocessed	Just uploaded — AI extraction in progress
Needs review	AI extracted data but requires your confirmation
Posted	Linked to a confirmed transaction
Unlinked	Uploaded but not yet linked to a transaction

Sharing documents with clients

Go to any document and click Share. Options:

• Share with team — all users with access to this company can see it (default for most documents).
• Share with client — visible to users with the Client role.
• Private — only visible to you and Owners.
• External link — generates a shareable URL for external parties (accountants, auditors, banks). Set an expiry date.

Document requests

Request documents from clients or team members:

1. Go to Documents → Requests → New request.
2. Enter a description (e.g., “Last 3 months bank statements”).
3. Assign to a team member or client.
4. Set a deadline.
5. Click Send request.

The assignee receives an email notification with a direct upload link. Once uploaded, AccBooks notifies you.

Storage limits

Plan	Document storage
Starter	5 GB
Pro	50 GB
Enterprise	Unlimited

Permanent retention

AccBooks retains all documents indefinitely on paid plans. Documents are backed up daily to a secondary UK data centre. For HMRC compliance, document storage meets the requirements of the Finance Act and Making Tax Digital regulations.