Professional includes automatic OCR reading for the first 200 documents of each calendar month. After reaching the limit, continue uploading files: choose the document type, enter details from the original and confirm accuracy. The limit resets at the start of the next month, including for annual payment. Business includes OCR without this cap. Check extracted details before approval.
From the + menu in the header, choose Add documents. Prepare invoices, statements, contracts and other company documents here, regardless of which application will use them. Upload buttons in Accounting, Documents, Calendar and Archive open the same page. To sign a new file in the account, upload it here, then start signing from the saved document. External signing requests also allow files to be uploaded for sending to the recipient.
The Document uploads list is shared by devices connected to the same account: you can add files on a computer and continue with scans from a phone.
Prepare and submit documents
- From Add documents, use Choose files on a computer or drag files into the upload area. Choose files is also keyboard accessible. Selection prepares originals in the list; they are sent after review through Upload. Track each transfer and check the preview to ensure the original is complete and legible. The saved file appears in the same list on other devices too, including after reloading the page.
- For documents already grouped on your computer, choose Upload folder. Fluxe preserves subfolders containing documents and places them in Archive according to the date read from each document. If the same folder contains documents from different months or years, its structure appears separately in each period with only that period's documents. Documents without a reliable date remain in Unclassified until you review them and complete the date. Imported folders left without documents are removed automatically.
- Documents, images and ZIP archives can be up to 100 MB each. The same limit applies to each document inside a ZIP archive. You can select JPG, PNG or HEIC photos. Large photos are resized to at most 2,500 pixels on the longer side, keeping their proportions and 90% quality. Smaller images retain their resolution. Check the preview to ensure all numbers and edges are readable before submission. When you download a photo, you receive it as JPG, including inside a ZIP archive.
- Prepare up to 20 documents per upload. When the list is complete, choose Upload. Once the upload is accepted, the list closes and submitted documents no longer appear there. Analysis and automatic completion continue in the background. With Professional, after the first 200 OCR documents in the current month, subsequent documents are prepared for manual completion and approval. Track progress and results in notifications. You can upload up to 100 documents within the last 60 minutes.
- You receive a notification that stays available until all documents have been analysed. If analysis takes more than two minutes, the notification reports the delay. At completion, it is replaced with the result and you can delete it. Always check automatically completed details, especially for receipts that are difficult to read.
- Once all documents in the upload have been processed, open the result notification and choose Review and approve for documents in that batch not yet validated. For all unvalidated documents, open Document validation from the + menu. Choose Moderate when details need correcting and check autosave before approval. If a document has an error, check the displayed reason before resubmitting it.
- If a PDF contains several distinct receipts or deposit confirmations, open the original file and check each separate entry before approval. Each recognized page remains linked to the same original.
- For an invoice that includes a previous balance, check the current invoice amount and the total payable separately. The previous balance is not a new invoice item.
- Automatic reading does not approve the document, even if details and totals match. For documents marked Needs moderation, open Document moderation and start with To review and complete. Compare each value with the original, correct what is necessary and check information grouped by document type. The original opens automatically without downloading. On a phone, adjust preview height to keep fields in view. Corrections save automatically. Wait for save confirmation and resolve any errors. Later returns to the previous browser page without approving the document. After review, select I confirm that the document details are correct and choose Approve document. Approval makes details available in application records according to document checks.
Resolve errors and duplicate documents
If a file format is unsupported or a photograph cannot be prepared, Fluxe removes it from the upload list and shows the reason in a notification. Choose a clear JPG, PNG or HEIC and try again. If the image contains no document or the document cannot be identified, open the notification result and check the reason before photographing the complete document clearly again. Other documents can be completed. For a duplicate, check the indicated original; the same series and number are checked in the context of document type and issuer.
You can minimise the list while files transfer. Before Upload, enlarge preview to check legibility. After submission, continue working and open the notification when analysis is complete.
For a photograph or document whose analysis failed, open the result notification and check the original before uploading again. To delete, use actions available in Documents or Archive. Check the name and preview before confirmation; after permanent deletion, the removed file and details cannot be recovered.
Related resources
Practical example
You receive a telephone invoice: this month’s services cost RON 100, and the previous balance is RON 50. Upload the complete original and compare the details in Moderation. Check the current invoice value of RON 100 and total due of RON 150; the RON 50 is not new services and must not be added again to this month’s expenses.
Frequently asked questions and solutions
The file seems to have been sent, but I cannot find the document. Should I upload it again?
Dacă ai apăsat Încarcă și trimiterea a fost acceptată, documentul nu mai apare în lista de încărcare. Verifică notificarea lotului și Validare documente. Așteaptă rezultatul procesării și deschide eroarea dacă există. Reîncarcă numai după ce ai verificat că documentul nu a fost salvat sau că fișierul trebuie înlocuit; altfel poți crea o dublură.
The same invoice appears twice. How do I avoid duplicate records?
Compare the supplier, number, date, currency and total, then preview the originals. Keep the complete document and check approval and linked operations before removing the copy. Two files of the same invoice do not justify two purchases.