Under the “Documents” tab, you’ll find a general inbox where all documents are collected.
The “Accounting” overview consists of three lists: Inbox, Archive, and All.
Inbox
From the Inbox, you can create a new invoice via the “New Invoice” button and upload documents using the “Upload” button. Currently, the following file types can be uploaded in Lucy: .png, .jpg, .jpeg, .pdf, .xml, .e-fff.
In your Inbox, you can view a list of the following types of documents:
- Invoices automatically received via Peppol.
- Documents manually uploaded using the Upload button.
- Documents forwarded from your own email inbox. Your Lucy Inbox has its own unique email address, which you can find by clicking on the banner “Forward documents from your mailbox.”
- The email address always follows the same structure: {VAT-number@app.getlucy.ai}
- Add Authorized Senders to the whitelist to ensure that only the specified email addresses can send documents. You can add up to 100 email addresses.
For example, if you have a paper invoice, simply scan it and send it directly from your scanner to Lucy. You can validate your scanner’s email address by adding it as an Authorized Sender.
- All submitted documents automatically receive the “Inbox” status and can be sent to your accountant either manually or automatically.
- You can send the document manually by clicking the arrow icon and then selecting “Send.”
With the Multisender feature, you can also send the document to multiple destinations.
Note: The Multisender functionality is only available with Lucy Business.
- Automatic forwarding can be configured via Settings under the “Accounting” tab.
Here, you can select that documents with a document type are automatically sent to your accountant. Documents without a document type will not be sent automatically.- An XML document (UBL) always has a document type, and all Peppol invoices are in UBL format.
- A PDF document processed with OCR can be recognized even without a document type.
Once an invoice has been sent to the accountant, its status in the overview changes to “Sent.”
Archive
It is possible to archive documents by clicking the “Archive” button.
This button only becomes visible once a document has the “Sent” status.
Archiving a document moves it to the “Archive” overview.
All
In the “All” overview, you can see all documents along with their current location and corresponding status:
- Inbox = Documents that have not yet been sent to your accountant.
- Sent = Documents that have already been sent to your accountant.
Archive = Documents that have been sent to your accountant and subsequently archived
Filtering and Searching
In each overview, you can filter by various criteria, such as:
Document Type
Payment Status
Invoice Date / Due Date
Status
Source
The use of filters is available starting from the Lucy Business subscription. In addition, you can search by name, description, or amount. Using the gear icon, you can add extra columns, and through the three dots on the far right, you have the option to:
Mark as Paid
Download
Delete (if not yet sent)