Troubleshooting
Common mistakes and correct monthly workflow
A quick operational guide to prevent avoidable errors and maintain clean records.
Updated: 2026-02-18
Before you start
- Active usage in Upload, Review, and Invoicing workflows
Open related features
Layered workflow
Layer 1: Catch errors early
- Most costly mistakes start in unchecked upload and review handoffs.
- A 5-minute review immediately after upload saves hours of month-end correction.
Layer 2: Systematic monthly runbook
- Follow a fixed monthly sequence to avoid skipped validation or missed invoice sends.
Layer 3: Escalation discipline
- Escalate repeating extraction or delivery failures quickly before end-of-period deadlines.
- Contact support with specific examples — file types, bank names, and invoice IDs — not general descriptions.
Top mistakes by workflow area
These are the most common avoidable errors across Upload, Review, and Invoices.
- Upload: uploading without checking entity type — rows land in the wrong workspace.
- Upload: using a blurry or tilted phone photo instead of a proper scan.
- Upload: uploading the same file twice — creates duplicate transactions.
- Review: skipping Review and relying on raw extracted data for reporting.
- Review: leaving "unsure" categories uncorrected — distorts Insights totals.
- Invoices: sending an invoice without previewing the PDF first.
- Invoices: running a schedule without testing the send first.
- Invoices: using outdated IBAN or business details that were recently changed.
- Subscriptions: not marking cancelled subscriptions as inactive.
Recommended monthly workflow
Follow this sequence each month to maintain clean records and ensure no invoices or transactions are missed.
- 1. Upload new source documents for the period (bank statements, receipts, CSV exports).
- 2. Review and clean all extracted transactions — fix "unsure" categories, correct amounts, remove duplicates.
- 3. Check Insights to confirm totals match expectations from your source documents.
- 4. Review subscription list and update renewal dates or status for any changes.
- 5. Create or schedule invoices for the period and preview before sending.
- 6. Send invoices and confirm delivery via send history.
- 7. Follow up on overdue invoices and update payment status for received payments.
When to contact support
Contact support when: extraction fails repeatedly for documents from a specific bank or country; email delivery is consistently blocked despite SPF/DKIM configuration; invoice totals do not match calculations you can verify manually; or a feature behaves in a way that contradicts this documentation.
When contacting support, include: the entity type you were using, the file type and approximate page count, the bank or statement provider name (for extraction issues), and the invoice ID (for invoice delivery issues). Specific details allow faster diagnosis.