Document Management

Receipts

Uploading a Receipt

1. Navigate to Document Submission → Receipt Upload
2. Drag-and-drop or browse for an image (JPEG, PNG, PDF)
3. Butler OCR extracts date, amount, vendor, and category automatically
4. Review and correct the extracted data in the form
5. Click Submit for Approval

The receipt is created in MongoDB with approval_status: pending_approval and the configured approval rule is resolved.

Receipt Statuses

Tab	Status	Meaning
Approved	approved / auto_approved	Approved (auto-approval if rule allows)
Pending	pending_approval	Submitted, awaiting one or more approvers
Draft	draft	Saved but not submitted
Rejected	rejected	Returned to submitter for correction

Re-submitting a Rejected Receipt

The submitter can re-submit a rejected document:

1. Open the Rejected tab
2. Click the re-submit icon on the row
3. Confirm; the document moves back to pending_approval

You can also edit the document first if you need to change values.

Editing & Deleting

• Edit: allowed for the submitter or an accounting+ role on documents in draft or pending_approval only
• Delete: allowed for the submitter on their own draft documents, or always for admin

Received Invoices

Invoices received from vendors that you must pay:

1. Navigate to Document Submission → Received Invoice Upload
2. Upload the PDF or image; OCR extracts vendor, amount, due date, and tax breakdown
3. Submit for approval
4. After approval, invoices flow into the payment reconciliation workflow

Issued Invoices

Invoices that you send to customers:

1. Navigate to Document Submission → Issue Invoice
2. Select an invoice template, choose a client, fill line items
3. Click Save Draft, Save & Send, or Submit for Approval (depending on your approval rules)
4. Once approved, you can mark the invoice as sent (email or hand)
5. After payment is received, reconcile against the bank transaction

Invoice Templates

• Templates → Invoice Templates lets you save reusable invoice formats
• Click Generate with Butler on the page to convert an existing PDF invoice into a reusable template via OCR

Bulk Operations (Issued Invoices Only)

On the Issued Invoices list, the bulk action bar at the bottom of the screen allows:

• Bulk Submit (drafts only) — submit multiple drafts for approval in one click
• Bulk Delete — delete multiple documents

Receipts and received invoices do not have a bulk-action bar. Their draft → pending_approval transition happens at create time.