Business documents that file themselves, six types by default
Invoices, receipts, payments, payslips, purchase orders and credit notes file themselves in your document store, linked to where they came from; other types are one switch away.
LiveWhat does Auto-filed documents do? Less manual filing: the paper trail builds itself around each customer and supplier.
How it works
When Kinnow creates a document, it files it for you under rules you control (six types on by default, nine off), sorts it, stores it once and links it to where it came from. Each customer or supplier gets a document timeline showing counts by type, items expiring within 30 days and signed documents. Kinnow warns you before contracts expire.
By default, invoices, receipts, payments, payslips, purchase orders and credit notes file themselves; others are one switch away.
Step by step
Here is how it runs in an accounts team that raises invoices, runs payroll and signs contracts.
- Kinnow creates a document. An invoice is raised, a receipt posted, a payroll run produces payslips, a purchase order is approved.
- It checks your filing policy. There are 15 document types. Six are filed by default: invoice, receipt, payment, payslip, purchase order and credit note. Nine are off: quotation, proforma, delivery order, debit note, challan, journal, stock receipt, freight bill and packing slip. An administrator ticks or unticks each one and saves.
- It files the document once. The file is sorted into its type, stored, linked to the record it came from and to the customer or supplier. If the same file is already stored, it is not stored again.
- The customer or supplier gets a document timeline. Open their record and the Documents tab shows counts by type and by source, items expiring within 30 days and how many documents are signed.
- Contracts are watched for expiry. Kinnow warns you before a contract runs out.
- Your own names are learned. If your team says "ATL" for an agreement to lease, add that as a document type with the text to look for in the file name. Preview shows which stored files would move; Apply moves them. Future uploads sort themselves.
Ask us to show a customer's document timeline built from your sample files.
What you see on screen
The screens are in Documents (Vault).
| Where | What you see |
|---|---|
| Governance, auto-save policy | A checklist of the 15 types, with a Save policy button. Governance also shows who can see what, and where your files are stored. |
| Library | Every stored file, filterable by the application it came from and by document type, with search. |
| Document types | Your own types, what each looks for and where (file name, folder or either), with Preview changes and Apply these changes. |
| Generated documents | Every PDF Kinnow produced, with filters for type and for Automatic or Manual origin, and a column showing whether the file is stored, waiting to retry or failed. |
| A customer's Documents tab | The timeline, counts by type and source, expiring within 30 days and the signed count. |
Who uses it
Mostly invisible, with a few touch-points.
| Who | When | What they do |
|---|---|---|
| Accounts executive | Daily | Finds an invoice or receipt from the customer's record rather than a shared drive. |
| Administrator | At set-up and when you add a document type | Sets the auto-save policy and adds types. |
| Auditor or CA | At audit | Pulls documents by type and by customer. |
| Owner | When asked | Opens a customer and sees contracts, expiry dates and signed copies. |
Ask us to show the same page for one of your suppliers.
Related
- One secure home for company documents: access, retention and where your data is held.
- Exact answers across all your documents: counting what you hold.
- Kinnow Sign: signed copies filed back to the record.
- Vault: documents, search and connections.
Questions
What is Auto-filed documents in Kinnow?
Invoices, receipts, payments, payslips, purchase orders and credit notes file themselves in your document store, linked to where they came from; other types are one switch away.
What changes for the business?
Less manual filing: the paper trail builds itself around each customer and supplier.
Is it available today?
Yes, it is live.
Can I stop a type being filed automatically?
Yes. Untick it on the Governance page and press Save policy. Documents of that type are then not filed on creation.
Does it file documents my team creates outside Kinnow?
No. Documents created in Kinnow file themselves. Others are uploaded, or brought in through a connected source.
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Tell Kinnow what slows you down.
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