Every business runs on paper it must not lose: bills, receipts, bank statements, leases, tax returns. The Documents vault keeps them inside the books, next to the transactions they explain.
Getting documents in
Drag files in, or upload from any screen that accepts an attachment. A document can be filed under a category (statements, bills, taxes, legal and so on), given a date and a note, and found again by any of it. The search reads names, categories and notes together, so "water march" finds the March water bill.
A receipt or bill reads its own date off the paper, however it is written there: 09/14/2026, 2026/09/14, 14.09.2026, Sep 14 2026, 14-Sep-2026. When the paper carries no date at all (an order page that says "arriving tomorrow", a screenshot), the day the file was made is filled in, so a document never files without one; change it if it is wrong. Any date box also takes a pasted date in any of those forms.
The scanner (the /scan page, made for a phone and worth a bookmark) asks two things - which company, and what kind of paper - then takes the picture. It remembers both, and lists your own recent uploads underneath. Somebody given Adds documents only uses the same page and sees nothing else; what they file waits in Needs review (see People and access).
Which documents need a look
Every receipt or bill that is read gets a confidence for each of four things: the amount (sure when it sat on a line labeled as the amount owed), the date (sure when it was labeled, as "Invoice date", "Order placed" or "Date of purchase" are; unsure when the paper printed no year, or had several dates and none labeled), the vendor (sure when you have filed papers from them before) and the category (sure when it is where that vendor's papers usually go). The date and time a web browser prints at the top of a page you printed is not taken as the document's date. Anything you save yourself counts as sure, even when it is the same value the reader found.
A document with any unsure field is counted under Need a look (the button at the top of Documents, and the filter on the Documents tab of your books), and wears a chip naming what to check ("check date, vendor"). This includes receipts uploaded from the books, which file themselves. Correcting a field, or filing the document yourself, tells the reader it is right, and the document leaves the list.
You can also choose File them for me: a document the reader is sure of on every field is then filed straight away instead of waiting for review. The switch is under Documents settings, or behind the reading button (the scanner icon) on the Documents tab of your books. It applies to every company in the account, so in the books only an owner can change it.
A document's In the books links show only the entries in companies you can open. Someone with access to some of your companies does not see which entries a document is attached to in the others, and does not see documents filed to those companies at all. Documents not filed to any company stay visible to everyone in the account.
If you chose the AI service as the reading engine, a document the device reader was unsure of is read again by the AI. It only fills a field that was unsure, only when it is itself sure, and never changes anything you typed. Each read is on the AI activity list on the Plan page.
Documents that attach themselves to the work
The vault is not a shoebox; it participates:
- A bill's PDF lives on the bill. Open the bill years later and the original is right there.
- A bank statement you upload is read by the statement reader and feeds Banking, and the file stays kept.
- A utility bill that covers several properties can be read into its exact per-property split in Property Books, so one payment lands on the right buildings without arithmetic.
Tax returns
Upload your filed returns and kBooks reads them into a year-over-year picture: income, the schedules behind it, and how the businesses connect. It is the fastest way to hand a new accountant the whole story, and a useful check that the books and the filings tell the same one.
Deleting, and the trash
Deleting a document moves it to the trash, where it can be restored with its attachments. The trash window says whether it empties on its own. When it does, it says how long a document waits there before it is deleted for good and prints the date beside each row, so nothing disappears without a date you were shown; when it does not, a document stays until you remove it. Delete forever and Empty trash remove it at once. Documents in the trash still count against your storage until they are gone.
Room, and what happens past it
Every plan includes a room for documents, pooled across all the companies in your account and counted on live files plus the trash. Plan and standing shows the number, per company, with the bar turning amber when you are near the line. Past the room, your plan decides: on plans that bill for extra space, uploads keep going in and the extra is charged by the block, at the price the card names, for the most you held during the month, so freeing space brings next month's line down. On plans that do not, new uploads are refused until space is freed; nothing already filed is ever affected. Owners get one email when the account nears its room.
Limits
Your plan sets the largest single file, the total space, and how many documents can be filed in a day. The upload picker tells you before a file is sent when one of them is in the way, and what to do about it.
Safe by default
Documents live in your account's private storage, served only to people with access to that company. Downloads are always available, one by one or as part of your full backup.
Archiving old documents to your own computer
When years of receipts are weighing on your storage, move the old ones out. On the Documents tab press the archive button (beside the trash). Pick a cutoff date: every document of this company dated before it is counted, with its total size. Documents with no printed date are never included; the window tells you how many there are so you can date them first if you want them in.
Press Download the archive (zip). The zip holds every file, a documents.csv listing each one with the folder it sits in, and a README. Nothing has been removed at this point.
Open the zip and check it. Only then tick I have opened the zip and press Remove the files from kBooks. The files leave kBooks for good and stop counting against your storage. Each document keeps its details here (title, date, amount, which entry it was attached to) with an "archived to your copy" chip carrying the date, so the books never lose the trail. Keep the zip somewhere safe: from that moment it is the only copy of those files.
Account-wide documents (a lease shared by several companies) are never archived from inside one company.