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Build a document and receipt organizer
Turn receipts, invoices and contracts into records you can search and total. Each suggested issuer, date and amount waits beside the original until you confirm it.
Built around a purpose
A month of paperwork, checked against the originals.
For anyone whose paperwork repeats the same few fields. Think of a freelancer filing expense receipts, an office manager logging supplier invoices, or a small business tracking when each lease or service contract renews.
For illustration: one month at a small design studio in Sacramento. The month brings phone photos of 30 receipts for supplies, client lunches and parking, and 6 supplier invoices that came by email. There is also a software invoice billed in euros and an office lease that renews each August unless notice is given 60 days ahead.
Every receipt, invoice and the lease saved as a confirmed record with its original attached. Monthly totals by category keep the euro invoice apart from the dollar figures, and the lease's notice deadline tops the contracts list.
This app needs Pro. Saved records, attached originals, the vision step and sign-in for a private archive are backend capabilities; Free publishes frontend-only static apps. Each suggestion calls a model, and model and service usage is metered separately.
Choose the fields you'll search and total
Start from what you or your accountant will ask for later. That usually means issuer, document date, amount, currency, category and a reference such as the invoice number. The lease also needs an end date and a notice deadline. Leave line items for a later version.
Attach the original to every record
Make each upload one record with its photo or file attached. Ask Studio for a way to open the original from the record, so a figure gets checked against the paper instead of retyped from memory.
Keep suggestions unconfirmed
Ask for a vision step that suggests issuer, date, amount and a category from your list for each image. Save those values as unconfirmed, and count only confirmed records in any total.
Review each image beside its fields
Build a review screen with the image on one side and the fields on the other. The reviewer checks the amount against the total paid, not a subtotal or a tax line, then corrects or confirms the record.
Flag repeats and notice deadlines
Before saving, compare issuer, date and amount with existing records and warn on a match. The same bill often arrives twice, once as a photo and again by email. Add a list of contracts whose notice deadline falls within 60 days.
Scope the first version
What a first version includes.
Document records
One record per receipt, invoice or contract with issuer, date, amount, currency, category, reference and a status of unconfirmed, confirmed or replaced.
Attached originals
The photo or file each record came from, opened from the record so any value can be compared with the document.
Review queue
Unconfirmed records, oldest first. Each opens to the image beside its suggested fields, ready to correct and confirm.
Duplicate warning
Shown when a new record shares issuer, date and amount with an existing one, with both originals side by side so you can keep one.
Monthly totals
Confirmed amounts by month and category, with one total per currency. Before you send an export of your app's data to your accountant, check that it adds up to these totals.
Contract dates
End dates and notice deadlines for leases and service contracts, sorted so the next deadline comes first.
Test it in the preview
Before you share it.
- Upload one receipt twice, once as a phone photo and once as the copy that came by email. The duplicate warning should appear, and the monthly total should count the receipt once.
- Before confirming anything, compare each suggested field on five receipts with the paper. Include one with a tip, one with a discount and one with a separate sales tax line, where the wrong figure is easy to pick.
- Enter the euro invoice. Its amount should stay in euros, in a total of its own, rather than being added to the dollar figures.
- Try an invoice dated 03/04 from a supplier that writes the day first. The saved date should be April 3, the date the supplier meant, not March 4.
- Upload one of each kind of file you receive and open it from its record. It should look the same as what you uploaded. If one kind won't upload, find out why in Studio before you file a month of paperwork.
- Signed out, open a record's link and an original's link; neither should load. If your bookkeeper signs in, check they reach only the access you describe for each collection (Pro).
Together in your app cloud
The pieces behind the possibility.
Choose the models and services that support the experience you want to create.
Vision models
Make sense of images and documents
Database
Keep data and context for apps and agents
File storage
A home for your documents and media
Authentication
Give the right people access
Shape the details
Make it work for your world.
- Ask your accountant which fields they need before you design the record. Ask too whether a photo can replace the paper copy for your tax records before you throw any receipts away.
- Receipts carry more than totals: the last digits of a card, a delivery address, the names of guests at a client lunch. The attached originals show all of it, so keep the whole archive behind sign-in.
- An upload is a snapshot. When a supplier sends a corrected invoice, add it as a new record and mark the first one replaced. Check that the monthly total then counts only the correction.
- Agree on the category list before the first upload. If one person files lunch as meals and another as client entertainment, the monthly view splits one cost in two.
A little more context
Good questions.
How is this different from a document workspace?
An organizer takes in paperwork that keeps arriving and gives each piece the same fields, such as issuer and amount, so you can total it. A document workspace holds reference material people read and keep current, like policies and procedures. The document workspace guide below covers that case.
Will the vision model get every receipt right?
Plan on it making mistakes. Faded paper, folds, glare and tips added by hand can all lead to wrong suggestions. That is why values stay unconfirmed until someone compares them with the image, and why totals count confirmed records only. Test with your worst receipts, not your cleanest ones.
Can it tell me before a contract renews?
On Pro, apps can run tasks on a schedule you set and send email. A weekly task could email you the contracts whose notice deadline is within 60 days. Send yourself a test before relying on it. Whether to renew stays your decision.
What if my paperwork isn't receipts or invoices?
If people fill in the same paper form for you, such as an intake sheet, see the paper forms guide below. It also covers moving new submissions online. If the documents are open text, like customer letters, group them by theme rather than by field, as the feedback guide below describes.
Explore Pricing for plans, included capabilities, and usage details.
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