Document intake

Getting the paper in, without typing any of it.

Nothing has to be sorted first, nothing has to be renamed, and nothing has to be in a particular order. Global Office: Sync takes a photograph, a PDF, a folder of hundreds, or a thing with no document at all, and works out what each one is.

The eight readers, one per document type
Watch one receipt go all the way in

Five ways a document arrives.

Photographed on the phone. The product was built for the phone first, not given a companion app with three buttons on it. The receipt is in the van and so are you.
A PDF, dropped in. An emailed invoice, a utility statement, a certificate of insurance, a 1099 that came as an attachment. Up to 15MB, and it is read the same way a photograph is.
A folder of hundreds, all at once. Batch intake takes the pile as it stands. Nothing has to be pre-sorted, because the reading is what does the sorting.
Typed straight in. Cash with no receipt, an invoice you raised by hand, a trip nobody photographed. Direct entry exists so that the things with no paper are not the things that go missing. A loan or credit card payment gets split into the interest, which is deductible, and the principal, which never is.
Sent in by a client, with no account. A bookkeeper can make a link for one client, who opens it on their phone and adds photos or PDFs. No account, no password, nothing to install.

Caught before it is sent

A photograph too dark or too blurred to read is refused on the phone.

It is checked where you took it, with Retake photo or Use it anyway, rather than a minute later when you have walked away from the counter. Retaking it takes two seconds then and is impossible by the end of the day.

And your photograph is kept on the phone until it actually lands. Bad coverage is not your fault and it is not a reason to lose the only copy of a receipt: it waits with the typed record and both go together when there is a signal.

Nothing is ever filed pointing at a picture that is not there.

A document being added on a phone: one receipt photo attached and marked as a receipt, with a Send button under it and the date the link stops working — A client adding documents from a link, with no account to make.

A receipt is not an invoice, and a certificate of insurance is neither.

So each document type has its own button and its own reader, looking for its own fields. A receipt has line items, tax and shipping. A 1099 has a payer block. A certificate of insurance has several coverages, each with its own limits and its own expiry date. One general purpose reader looking for "the total" would find the total on all of them and miss everything that matters.

The eight ingestion buttons in a row: Receipt, Income, Donation, Utility, Mileage, Tax Docs, Compliance and Triage, each in its own ledger color — Eight buttons, eight readers. Donations are Full Edition only; the rest are in every edition that has the ledger.

Receipt. Money going out, read down to the line: every item, the tax, the shipping, the payment method, and the job it belongs to if you name one.

Income. Invoices and anything that brought money in, with the lines separated into your own work and the materials you bought and passed through.

Utility. Electric, gas, water and internet bills, read for the account number, the charges and the statement period, so a bill that never arrived can be noticed by its absence.

Mileage. Trips and travel logs, each valued at the IRS rate in force on the day it was driven rather than this year's rate.

Tax Docs. W-9s and the 1099 family, read for the payer block, the amounts and the tax identification number, which is stored locked and shown as dots.

Compliance. Certificates of insurance, read for every coverage on the page with its carrier, its policy number, its limits and its own expiry date, and for who the certificate is actually made out to.

Donation. Donation receipts and acknowledgment letters, in Full Edition. Contractor Edition has no donations engine.

Triage. Not a document type. The desk where anything the reader could not make sense of waits for a person, which is the subject of the last section here.

One receipt, all the way in.

The same receipt in all four frames: Sweetwater, $363.36, the 30th of August, a TC Electronic 2290 delay pedal, paid by PayPal. Ten to twenty seconds on a normal connection, and the only thing a person does is look at the third frame and say yes.

The Receipt ingestion console: a drop zone reading drag and drop files here or click to select, PNG, JPG or PDF up to 15MB, with a Direct Expense Entry button under it for something that has no document — Drop it in, or type it straight in.

The same screen a moment later, reading the document: pipeline checkpoints ticking off as it receives the file, extracts the text, merges the client's chart of accounts and maps the line items — It names each checkpoint as it passes it.

The review screen: merchant Sweetwater, the transaction date, subtotal, tax, shipping and total all filled in, with the payment method and the job underneath — Everything it found, for you to approve or fix.

That same receipt in the Receipts ledger a moment later: the Sweetwater row selected at $363.36 on 08/30/2026, with the original invoice still attached beside it and every field it read listed underneath, down to the line item for the TC Electronic 2290 delay and the account it was filed to — And there it is, filed. Same receipt, same numbers, with the photograph still attached to it.

Nothing is filed before somebody has looked at it.

The review screen is one screen, with the photograph beside the numbers, so checking a figure never means opening something else. Anything that needs a second look says why in words rather than in a color.

A line it could not read is marked and left blank. It will not fill in a financial field by guessing. A plausible wrong number is worse than an empty box, because nobody checks a box that is already full.
The category is a proposal, matched against a real chart of accounts. In Full Edition, that client's own chart with their own account numbers, so account 090 stays 090. In Contractor and Solo Edition there is no chart of accounts at all and the matching happens silently on the way out.
What it cannot place comes back as a question. Marked and named, rather than swept into a catch-all called Uncategorized.
Your correction is remembered. Categorize something once and it stays categorized that way. Month six costs less time than month one.
Accept, correct, or decline. A document sent in by a client can be declined with a reason the client never sees.
Every correction goes into the Audit Trail, beside the value the reader proposed, permanently, with the document attached.

When the reader cannot make sense of something.

It is held, not dropped. Silence is the fault that costs the most, because a record that quietly went nowhere is one you find out about from an auditor rather than from your app.

It goes to the Triage Room and waits for you to finish it by hand. It is never guessed at, and it never silently disappears.
A scan that cannot reach the reader at all says so in words. You get a blank form to fill in yourself and a sentence explaining what happened, because a dead signal and a receipt that genuinely had nothing on it must never look the same.
If the books cannot be written to, the record is buffered rather than lost. It is put aside outside the database and filed automatically once the books answer again, and only cleared from the buffer after the write has actually committed.

The Triage desk open over the app: documents waiting for a human to finish them, and none waiting right now — An empty Triage desk is the normal state. Anything in it is waiting for a person, not for a retry.