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Inbox & File Upload

One of the key principles of accounting is that no booking should be made without documentation; that's why bexio lets you attach your documents (files) in the same place that you make an entry in the system and create a booking. You can also allow your customers to access attached files, so that they can view them online.

 

Overview

 


 

General information about uploading files

Supported file formats: PNG, JPG, JPEG, GIF, DOC, DOCX, XLS, XLSX, PPT, PPTX and PDF
Maximum file size: The maximum file size for uploads is 12 MB
Maximum number of files: Up to 25 files can be uploaded at the same time.

 


 

Uploading files to your Inbox

There are three ways to upload a file to your Inbox so that you can attach it to a booking or document. You will find your Inbox under "Apps" → "Inbox".

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If you can't see the Inbox, check the "Document upload" user right under "Settings" → "Packages / Apps / Users" → "Manage users". Three options are available:

 

Via file upload

In the Inbox, under "Upload", files can be uploaded via drag-and-drop or "File selection".

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Via email

In the upper right corner, you will see the email address that can be used to upload documents via email.

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This email address can be customised. To do this, click on the "gear wheel" on the right of the address.

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Under "Abbreviation", enter the term that you would like to use to customise your Inbox email address. For example: If you enter the term "company", this will change the address to "upload.company@bexiofiles.com".

The abbreviation may contain the following characters:

  • Min. 3, max. 12 characters
  • A-Z, a-z, 0-9, -, _
  • No special characters or spaces

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Information about individual email addresses
If a file is sent to the individual email address, the email address of the sender is displayed in bexio under "Uploaded by".

Information concerning the "cryptic" email address
The email address is assigned to an individual user. If another user sends a file via the same email address, the uploaded document will still show the name of the user to whom the address is assigned.

The old cryptic email address is hidden, but can be retrieved by means of the "Info" icon.

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Please note the following when sending the email: Only use supported file formats. To ensure the upload works correctly, don't add any other files as attachments, or enter any text in the body of the email.

Do not use any special formatting or include any other files in the email. For example, Outlook sometimes includes the file "winmail.dat" in emails (this can be changed in the settings of Outlook).

 

Via bexioGo (scanner app)

Instructions on how to use bexioGo for uploads can be found in this support article: bexioGo app manual.

 


 

Inbox

The file will appear in the list in your Inbox after it has been uploaded. Click on the "three-dot menu" to perform the following actions:

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Files that are attached to documents (e.g. orders/supplier invoices) cannot be deleted in the Inbox. The links from attached files are displayed below the overview. A file can also be linked to several documents.

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What the symbols mean

d1.png  → File was sent to the Inbox via email.
d3.png  → File was uploaded via file upload.
d2.png  → File was uploaded with the "bexioGo" app.

 


 

Uploading an attachment to an existing document

The document icon offers two methods of attaching a file.

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Method 1 - "Add files from Inbox"

This action allows you to attach a file directly from your Inbox. Simply select the desired file(s) and click on "Add files".

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Method 2 - "Upload files"

"Upload files" allows you to select and upload a file from your computer. You can search for the desired file under "Select Files".

mceclip0_Kopie_2.pngmceclip2.png

 

Allowing customers to access files

The "Visibility" button allows you to provide customers with an attachment as a download in a network link. Please refer to this how-to article: Sharing an attachment.

 


 

Inbox FAQ

Why do files that I send by email not arrive in my Inbox?

The most common causes of errors are signatures and attachments created by email software. Many email programs attach signatures and other files to emails by default. Such attachments cannot be processed by bexio. Please ensure that your email program (Outlook, Apple Mail, Gmail, etc.) is not sending any other attachments or signatures.

Why doesn't sending via scanner work?

Please ensure that the scanner settings for sending email are correct. The best way to test that the settings are correct is to try sending to two or three other e-mail addresses.

Information about OKI printers:

Unfortunately, bexio does not support the OKI printer series. This is because OKI printers send scanned documents in a different format, which cannot be processed by bexio. (This may also occur with other outdated printers.)

However, you can still upload your documents with our "bexioGo" app, or download them to your computer and upload them to your Inbox (Upload files to Inbox). Alternatively, you can send scans directly to your own e-mail address and then forward them to your Inbox.

 


 

 

 

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