Organise incoming documents from upload to review

Receive, review and assign in order

A supplier invoice may arrive as an attachment, download or paper receipt. Agree where it belongs and who reviews it. Hassolux Posteingang includes Eingang, Geprüfte Belege, Meine Uploads, Dubletten and Archiv. This guide covers the web; camera capture is a separate mobile workflow. Start with company setup if needed.

1. Upload existing PDFs

Choose Belege hochladen in the inbox and select one or more PDFs, each up to 25 MiB. Check names, upload and distinguish pending from uploaded. Files undergo security and data-recognition processing.

Open Meine Uploads and wait for processing where shown. Selecting files is not a completed upload. After a connection problem, check the list before adding the same invoice again.

2. Import from email

Authorised users open Einstellungen, E-Mail-Verbindungen and connect Microsoft, Google or SMTP. For Microsoft and Google, choose whether the connection belongs to your account or company, then complete provider sign-in. A SMTP sending connection needs an additional IMAP server for importing documents.

In the inbox, choose Synchronisieren and follow each mailbox's status. Zeitraum ändern lets you set the import start and end dates. Aktualisieren reloads the list; it does not start a mailbox import. Imported files may still need processing and security checks.

3. Capture paper in the mobile app

On supported iOS or Android devices, use Eingangsrechnung hinzufügen, then Mit Kamera scannen. Allow camera access, flatten the paper and use even light. Review complete, readable, correctly oriented pages, especially small figures and the bottom of a long receipt.

A locally saved scan is not confirmed receipt in the company account. Check its save or upload status. The web workflow uses PDF upload. Text recognition assists entry but does not replace checking the original.

4. Review against the original

Open the inbox entry and compare the preview and form; use Original öffnen or PDF herunterladen if needed. Check classification and document type, supplier, invoice number, date, due date, currency, amounts and tax breakdown. Link the correct supplier contact.

Record open questions in Prüfnotizen or choose Später prüfen. Complete any duplicate review and save with Prüfung speichern. Where totals derive from tax rows, correct the breakdown there.

5. Match the document and payment

Search supplier or invoice number when an invoice arrived both by email and upload. Compare originals; identical filenames alone do not prove a duplicate.

Open the appropriate bank transaction, find the invoice or document, and compare amount, currency and transaction before saving the assignment. A reviewed document is not automatically paid or included in a finished accounting close.

Missing sync needs permissions checks. Unavailable preview needs processing and security checks. A locked review can involve duplicates, rights or an existing bank match. For a missing document, review search, date range and list state. Read accounting preparation and help.