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How to capture and save image files to your FreeAgent account using the FreeAgent mobile app

This article explains how to use the ‘Capture for later’ functionality on the FreeAgent mobile app to capture and store images of receipts or bills in the ‘Files’ area of your FreeAgent account. It also explains how to attach those image files to a bank transaction, expense or bill in your FreeAgent account.

This feature is available in the FreeAgent mobile app on iOS devices that run on the iOS 13 operating system or newer and Android device running the Lollipop 5.0 version of the Android operating system or newer.

How to capture and save image files to FreeAgent

Open the FreeAgent mobile app on your iOS or Android device and log in using your FreeAgent login details.

Tap the green ‘+’ at the bottom of the screen to access the ‘Add new...’ menu and select ‘Capture for later’.

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The camera on your device will open automatically within the FreeAgent mobile app. If you haven’t used FreeAgent to access the camera before, you will be prompted to give FreeAgent permission to access your camera and photos.

Next, take a photo of the receipt or bill that you want to capture. You will then be prompted to add a ‘File name’; you should choose something that will make the file easy to identify. Then select ‘Save to Files’.

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If you are a level 7 or 8 user, you will see the option to mark a file as private by selecting the toggle to the right-hand side of ‘Make private’. This means that only you, or you and your accountant, will be able to see or edit that image in your ‘Files’ area. Once you’ve added a ‘File name’, select ‘Save to Files’.

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The image will then be saved to the ‘Files’ area in FreeAgent.

Select ‘Capture another’ to capture another receipt or bill or tap ‘I’m done for now’ to return to the home screen. If you’d like to view your files, select ‘Go to Files’, which will take you to your ‘Files’ area within the FreeAgent mobile app.

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How to view or edit the name of an image file after capturing it

To view or edit the name of an image or change its privacy settings, navigate to the ‘Settings’ menu in the top-left corner of the FreeAgent mobile app and select ‘Files’.

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Select the image file you would like to edit from the list.

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Select ‘Edit’ from the menu and edit the ‘file name’, then tap ‘Save to Files’.

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How to attach an image file in FreeAgent

Once you have saved an image file to your ‘Files’ area, you can attach it to an expense or bill or to a bank transaction.

Attaching a file to an expense or bill

Tap ‘Money Out’ at the bottom of the FreeAgent mobile app and select either ‘Expenses’ or ‘Bills’.

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Select the expense or bill you would like to add the image file to from the list. Next, select ‘Add Attachment’.

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Select ‘FreeAgent files’ from the menu.

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Select the file that you’d like to attach to the expense or bill from the list.

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Next, check the preview of the image file, which will be displayed automatically, and then select ‘Attach’ in the top-right corner.

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Tap ‘Continue and attach’ to complete the process of attaching the image file to the expense or bill. Please note that attaching an image file to an expense or bill will remove it from the ‘Files’ area of your FreeAgent account. Any files that are marked as ‘private’ will also be visible to others on your account once you’ve attached them to an expense or bill.

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Next, select ‘Save’ in the top-right corner to return to the ‘Expenses’ or ‘Bills’ areas.

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Please note that if you remove an image file once you have attached it to an expense or bill, or you delete the expense or bill from FreeAgent, the image file will be permanently deleted from FreeAgent. It will not be restored to the ‘Files’ area of your FreeAgent account.

Attaching a file to a bank transaction

Tap ‘Banking’ in the bottom right-hand corner of the FreeAgent mobile app and then select the relevant bank account from the list.

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Select the bank transaction you would like to add the image file to from the list. Next, select ‘Add Attachment’.

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Select ‘FreeAgent files’ from the menu.

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Select the file you would like to attach to the bank transaction from the list.

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Next, check the preview of the image file and select ‘Attach’ in the top-right corner.

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Tap ‘Continue and attach’ to complete the process of attaching the image file to the bank transaction. Please note that attaching an image file to a transaction will remove it from the ‘Files’ area. Any files that are marked as ‘private’ will be visible to others on your account.

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Next, either select ‘Save’ in the top-right corner to return to the banking area or tap ‘Explain Transaction’ at the bottom of the screen to explain the transaction.

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Please note that if you remove an image file once you have attached it to an expense or bill, or you delete the expense or bill from FreeAgent, the image file will be permanently deleted from FreeAgent. It will not be restored to the ‘Files’ area of your FreeAgent account.

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