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Kuberan AI Help

Documents

Open Documents

Overview

The Documents screen is the central repository for all files associated with a client’s accounting file. Receipts, vendor invoices, bank statements, and supporting schedules are stored here in a folder tree you can organise freely. When you upload a receipt or invoice, the AI document processor reads the file and extracts key data — vendor name, date, amount, GST/HST breakdown — then proposes a draft transaction you can review and post with a single click. Documents can also be shared directly with the client through the client portal.

Documents screen showing folder tree on the left and document list with AI processor status on the right
The Documents screen with folder tree, upload button, and AI extraction status indicators.
  1. (1) Folder tree — create and navigate folders for receipts, statements, and other file types
  2. (2) Upload button — drag-and-drop or file picker for single or batch uploads
  3. (3) AI status badge — shows extraction progress for each document
  4. (4) Document list — sortable table with file name, date, tags, and sharing status
  5. (5) Preview pane — opens when you click a document row

Screen Layout

The screen is split into two panels:

Left panel — Folder tree: A hierarchical folder navigator. The root contains system-generated folders (Receipts, Statements, Invoices, Other). You can create sub-folders under any parent. The selected folder is highlighted; its contents appear in the right panel.

Right panel — Document list: A table of all files in the selected folder. Columns include File Name, Date Added, Size, Tags, AI Status, Shared, and Actions.

UI Elements

Folder Tree

Create Folder

Right-click any folder in the tree, or click the + icon beside the folder tree header, to create a new sub-folder. Folder names must be unique within the same parent.

Rename / Delete Folder

Right-click a folder to see Rename and Delete options. A folder must be empty before it can be deleted. System root folders (Receipts, Statements, Invoices, Other) cannot be deleted or renamed.

Document List

Upload

Opens a file picker or accepts drag-and-drop. Supported formats: PDF, JPG, PNG, HEIC, TIFF, CSV, OFX, QBO. Maximum file size: 50 MB per file. Multiple files can be uploaded at once; each is queued for AI processing.

File Name

The original file name. Click to open the document preview pane. You can rename a file by clicking the pencil icon that appears on hover.

Date Added

Timestamp of the upload. Sortable ascending/descending.

Tags

Coloured label chips attached to the document. Click + Add Tag to select from existing tags or create a new one. Common tags: Receipt, Invoice, Statement, T4A, CRA Correspondence. Tags are searchable and filterable.

AI Status

Shows the current state of AI data extraction for supported file types (PDF, JPG, PNG, HEIC, TIFF):

  • Queued (grey) — document is waiting to be processed
  • Processing (amber, animated) — AI is reading the document
  • Review Required (blue) — extraction complete; a draft transaction is ready for your review
  • Posted (green) — extracted data was accepted and a transaction was created
  • Not Supported (slate) — file format cannot be processed (e.g., CSV, OFX)

Shared

A lock or share icon indicates whether the document has been shared with the client via the client portal. Green share icon = shared; grey lock = not shared.

Actions

Per-row actions: Preview, Download, Review AI Extraction, Tag, Share with Client, Move to Folder, Delete.

Actions

Upload a Document

  1. Select the target folder in the folder tree.
  2. Click Upload or drag files directly onto the document list area.
  3. Files appear immediately in the list with an AI Status of Queued. Processing begins within seconds and typically completes in under 30 seconds per document.

Review an AI-Extracted Transaction

When the AI processor reads a receipt or invoice, it creates a draft transaction pre-populated with the extracted vendor, date, line items, and GST/HST amounts. You must review and confirm this draft before it is posted to the ledger.

  1. Click Review AI Extraction in the document’s actions menu, or click the Review Required badge in the AI Status column.
  2. The AI Extraction Review panel opens on the right, showing the document image alongside the extracted fields: Vendor, Date, Amount, GST/HST, and suggested Chart of Accounts category.
  3. Correct any fields the AI extracted incorrectly. The AI confidence score (shown as a percentage) indicates how certain the system is about each field.
  4. Select the correct Expense Account from the chart of accounts dropdown if the suggestion is wrong.
  5. Click Post Transaction to create the journal entry. The AI Status badge changes to Posted and the document is linked to the new transaction.
  6. To discard the extraction without posting, click Dismiss. The document remains in the folder but no transaction is created.

Tag a Document

  1. Click ⋯ → Tag on a document row, or click the + Add Tag chip in the Tags column.
  2. Select existing tags from the dropdown or type a new tag name and press Enter to create it.
  3. Tags are saved immediately. Multiple tags can be applied to the same document.

Share a Document with the Client

  1. Click ⋯ → Share with Client on the document row.
  2. A confirmation dialogue shows which client portal user will receive access.
  3. Click Share. The document becomes visible in the client’s portal under their Documents section. The Shared badge turns green.
  4. To revoke sharing, click ⋯ → Unshare.

Delete a Document

  1. Click ⋯ → Delete on the document row.
  2. If the document is linked to a posted transaction, a warning is shown. You can delete the document without deleting the transaction, but the link will be removed.
  3. Confirm deletion. The file is removed from storage and cannot be recovered.
  • Bank Transactions — Review and categorise transactions, including those created by the AI processor
  • Bills — Create a bill directly from a vendor invoice uploaded here
  • AI Agent — Ask the AI questions about documents and extracted data