Currently using the Receipt Hub to attach PDF invoices to transactions in QuickFile and it works fantastic.
Got a couple of ideas though which I think might be quick improvements for you:
Have a refresh button at the top of the “home” screen whilst you wait for invoices/receipts to come through
At the moment, you are limited to receiving invoices/receipts from 10 email addresses. Could you instead, have it set up in the same way as you do for projects? Or is there a specific reason you’ve limited it?
Possibly link/bring through data from purchase orders (descuptions, values etc)?
These things just stand out when I use it at the moment.
Have a refresh button at the top of the “home” screen whilst you wait for invoices/receipts to come through
You can add quick links to the side bar, adding a link to the Receipt Hub is a great way to check if your receipts have come in. or if you wish to refresh your dashboard you can press F5 on your keyboard
At the moment, you are limited to receiving invoices/receipts from 10 email addresses. Could you instead, have it set up in the same way as you do for projects? Or is there a specific reason you’ve limited it?
You would only add email addresses for your own internal team who will be forwarding receipts into QuickFile. Typically we don’t see QuickFile accounts with more than 10 users.
Possibly link/bring through data from purchase orders (descriptions, values etc)?
Yes I get what you mean about the quick links. I thought it might be easier for end users to have a refresh button on there but then I noticed on the page that you could click the “Search” button and that technically does a refresh anyway.
For this, could you make it so that it is like *@quickfile.co.uk for example? Rather than specific emails? Or maybe give the option for both? Just thinking it might be easier to do that instead of having to go in and change specifics all the time. Maybe you could create a black list if you really wanted?
Yes I have been creating the invoice from the purchase order, then going to the Receipt Hub, but my suggestion would be to do it all in one screen (pull the PO through to the Receipt Hub screen, which would pull through supplier details, item details, amount etc.)
The intention of the “email your receipts” facility is to let you (or specific members of your staff) forward in emails with receipts or invoices they have been sent by a supplier. It is not designed for the suppliers themselves to email invoices directly to QuickFile, since the routing of emails to the appropriate QuickFile account receipt hub is based on the “from” address - you might set up one of your suppliers to email your invoices in to receipts@quickfile.co.uk, but then nobody else who buys from the same supplier could do the same thing, since that supplier’s from address is already bound to your QuickFile account.
If you have a larger team than 10 staff who all need to inject invoices into the same QuickFile account then you might want to consider an alternative route such as a shared Dropbox folder (or my Google Drive equivalent) into which all your staff can drop files.
Yes I agree. I have used (very expensive!) invoice capture solutions that doesn’t have that capability of being selective of who it receives emails from and where it gets assigned to. I suppose my thinking is more in relation to the latter scenario you mention (greater than 10), for people who prefer emailing, would you say it was too risky to put it as a wildcard of people within an organisation (e.g. *@joebloggs.co.uk)?
Personally, I am not a fan of emailing documents (you don’t know who could pick it up en route). I prefer to put in a folder and for it to be picked up (like your Dropbox recommendation).