Upload a file

This article explains how to upload a file or receipt that you might need while working on your accounts to the Files and Smart Capture areas in FreeAgent. 

For receipt management, you can use Smart Capture which will attempt to automatically extract the date and amount, to speed up the process of creating an out-of-pocket expense or bill, or explaining a bank transaction.

Please note that you can upload files up to 5MB in size to the Files area which contains 1GB of storage.

You can upload files in a number of different formats. Whilst not a comprehensive list, some of the more popular file types supported are: .jpg, .jpeg, .pdf, .png, .bmp, .tiff, .zip, .xls, .xlsx, .csv, .ofx, .qif.

Uploading a regular file

Navigate to the drop-down menu at the top-right of the screen and select 'Files’.

Drop-down menu below business name with Files highlighted

This will bring up a list of your regular files.

General files tab showing list of files, date added, and by who.

To upload a new file, select the 'Select files' button and select the file(s) you wish to upload.

select the 'Select files' button and select the file(s) you wish to upload.

Once you have selected the file(s) you wish to upload, select 'Upload' to complete the process. FreeAgent will automatically upload the file(s).

Upload button highlighted.png

Uploading a file for Smart Capture

Navigate to the drop-down menu at the top-right of the screen and select 'Smart Capture’.

Smart capture highlighted on drop down menu under business name.

The Smart Capture area will contain receipt files which have had the date and amount automatically extracted by FreeAgent’s Smart Capture functionality.

Smart Capture area showing list of files, date added, by who, and it data has been extracted.

To upload a new file, select 'or choose files' and select the file(s) you wish to upload. You can drag and drop multiple files to the ‘Drag and drop receipts’ area to be automatically uploaded.

Or choose files button highlighted

It will then attach the file to a ‘Money Out’ bank transaction, if one exists that is marked ‘For Approval’ and has a matching date and value.

Once the bank transaction is approved, the attachment will be removed from the Smart Capture area and exist only on the bank transaction. If you then remove the bank transaction explanation, the attachment will automatically be moved back to the Smart Capture tab area.

Did you find this article useful?