SolaCount stores files in two places. Documents is your private file library with folders, stars, trash and previews. Supporting documents (attachments) are files attached to a specific transaction, such as a receipt on an expense or a contract on an invoice. Bills and expenses can also read a receipt with OCR to fill the form for you.
Where to find it
- Rail: Documents (
/documents). - Panel: Library (My Documents, Starred, Trash) and Browse by type (PDFs, Images, Spreadsheets, Documents).
- Attachments: the Supporting Documents panel on a document's page or form.
The Documents library
The page title is Documents: "Your private document workspace." The library belongs to you. Your files and folders are not shared with other members of the organization.
Upload files
- Open My Documents (or a folder).
- Click Upload, or drag files onto the page ("Drag and drop files here, or use the upload button.").
- Each file shows Uploaded when done, or Upload failed with the reason.
Limits:
| Limit | Value |
|---|---|
| File size | Up to 25 MB per file, or less if the server limit is lower. The error shows the exact maximum ("The file is too large. Maximum upload size is …"). |
| Storage | 1 GB per user by default. The storage meter warns "You are running low on storage." and blocks uploads when full ("Your storage is full. Delete files or upgrade to keep uploading."). |
| Blocked types | Executable and unsafe files ("This file type is not allowed for security reasons.") |
The Storage box at the bottom of the panel shows your usage. Upgrade storage is marked "Coming soon".
Organize
| Action | How |
|---|---|
| New folder | Toolbar button → Folder name → Create. Names must be unique within a folder. There is a maximum folder depth. |
| Rename | Row ⋯ menu → Rename |
| Move | Row ⋯ menu or bulk bar → Move → Choose destination folder |
| Add to starred / Remove from starred | Row ⋯ menu. Starred items appear under Starred. |
| Download / Open / Preview | Row ⋯ menu or double-click |
| Delete | Moves the item to Trash ("It will be moved to the trash and can be restored later.") |
Select several items with the checkboxes (Select all). The bulk bar shows "n selected" with Move, Delete and Clear selection.
Find files
- Search documents… at the top.
- Filter by type: All types, PDFs, Images, Documents, Spreadsheets, Presentations, Archives.
- Sort by Name, Modified, Size or Type, Ascending or Descending.
- Grid or List view. List columns: Name, Type, Size, Modified, Actions.
Preview
Click Preview to view PDFs, images, text, CSV and spreadsheets in the browser. Large spreadsheets show only the first rows ("Showing the first … rows of …. Download the file to see everything."). Word documents can't be shown inline. Download them instead.
Trash
Trash lists deleted files and folders. Use Restore to bring an item back, or Permanently delete ("This cannot be undone.").
Supporting documents (attachments)
Attachments appear on invoices, bills, expenses, quotes, sales orders, journal entries, landed costs, fixed assets and rental records. The panel is titled Supporting Documents and marked Internal — not visible to customers.
Attach a file
- On the document, click Add Attachment.
- In Add Supporting Documents, drag files in or Choose files.
- Allowed: PDF, JPG, PNG, CSV, XLSX, DOC, DOCX.
| Limit | Default |
|---|---|
| Files per upload | 10 |
| Active attachments per document | 25 |
| Total size per document | 100 MB |
Each attachment shows Uploaded by name, with Preview, Download and Delete. Deleting asks "Delete this attachment? The audit record is retained." Files uploaded before attachments were unified show as Legacy document.
Attachments need the document's view permission ("You do not have permission to view attachments for this document."). Storage counts toward your organization's file storage quota.
Receipt OCR (bills and expenses)
On New bill and New expense, the OCR box sits next to the form.
- Drop a receipt image or PDF on the box, or browse for it ("Choose an image or PDF.").
- If the form is still empty, the receipt is scanned and the fields are filled automatically (supplier, date, totals, lines where readable). The status shows "Receipt scanned successfully".
- If you have already entered data, the file is only attached. It is not scanned, so your data is kept.
- Review every filled field, then save.
OCR scans count against a monthly allowance. When it is used up you see "Your OCR scan limit is used up for this month. You can still attach and preview files." On plans without OCR: "OCR scanning is not available on your current plan. You can still attach and preview files."
Scan from a physical scanner
Where available, Scan Document lets you scan straight into a bill or expense using a scanner attached to a Windows computer running the SolaCount Scanner app:
- Click Pair Scanner to get a six-digit code ("Code expires in …").
- On the scanner computer, open the SolaCount Scanner app and enter the code.
- Click Start Scan. Someone at that computer chooses the scanner and approves the scan.
- Use Attach as Primary Document (or Replace Primary Document), or Discard.
If the app is offline you see "device is not reachable". Start the app and press Check Again, or choose Use File Upload Instead. To stop scanning from that computer, use Unpair this scanner computer.
Generated PDFs
Invoice and other document PDFs are generated from your PDF templates when you print, download or send them from the document. My Documents holds the files you upload yourself. To keep a copy of a generated PDF there, download it and upload it.
Worked example
Al Noor Trading LLC receives a fuel receipt for AED 210.00 including 5% VAT:
- Purchases → Expenses → New expense. Drop the photo on the OCR box.
- The form fills in: payee "ENOC", date, amount AED 200.00 + VAT AED 10.00.
- Choose the paid-from account and save. The receipt stays attached under Supporting Documents.