Upload files to the Files area on mobile
This article explains how to use the FreeAgent mobile app to upload files or digital receipts to the Files area in FreeAgent.
Please note:
- 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 to the ‘General files’ tab such as .jpg, .jpeg, .pdf, .png, .bmp, .tiff, .zip, .xls, .xlsx, .csv, .ofx, .qif.
- You can only upload .jpg, .jpeg, .pdf or .gif files to the ‘Smart Capture’ tab.
- Any files you upload using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.
You can also share files to your FreeAgent account using the FreeAgent mobile app.
Uploading a new file
Tap the ‘☰’ (mobile app navigation menu) button and select ‘Files & Smart Capture’.
You can either upload a receipt using FreeAgent’s Smart Capture functionality or a general file.
Uploading a receipt
If you’re uploading your first receipt in FreeAgent, select ‘Upload a receipt & Smart Capture’.
If you’ve already uploaded your first receipt in FreeAgent, select the ‘Smart Capture’ tab and tap the ‘+’ at the top-right of the screen to upload a new receipt.
Select the relevant option from the drop-down menu and follow the on-screen instructions. You can take a picture of a receipt, upload a saved photo or upload a receipt file from your device.
Once you’ve taken a picture of the receipt or selected the relevant receipt from your device, it'll be added to your Files area and FreeAgent’s Smart Capture functionality will attempt to automatically extract the date and amount.
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.
If no such transaction exists, FreeAgent will keep checking every 24 hours for seven days. The bank transaction must be dated between the receipt date and two days after in order for the receipt to be matched to it. Find out more about how FreeAgent automatically matches receipts to bank transactions.
Once the bank transaction is approved, the attachment will be removed from the Files 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 in the Files area.
Alternatively, if there isn’t a matching bank transaction, you can convert the file into an out-of-pocket expense and FreeAgent’s Smart Capture functionality will automatically extract the date and amount and suggest a cost category.
Uploading a general file
If you’re uploading your first file in FreeAgent, select ‘Upload a general file’, or use the green + button on the app home screen.
If you’ve already uploaded your first file in FreeAgent, select the ‘General files’ tab and tap the ‘+’ at the top-right of the screen to upload a new receipt.
Select the relevant option from the drop-down menu and follow the on-screen instructions. You can take a picture of a receipt, upload a saved photo or upload a receipt file from your device.
Once you’ve taken a picture of the file or selected the relevant file from your device, it'll be added to your Files area.