Transaction Attachments

The Transaction Attachments tab in Flowtly is a centralized space for storing and managing files related to financial transactions. This feature ensures that all payment records, invoices, and supporting documents are correctly linked, providing transparency and compliance in financial operations. This functionality also allows users to manage documents and files separately from specific transactions.

This tab provides a structured overview of all uploaded attachments related to transactions. The main functionalities include:

Viewing all transaction attachments in one place.
Identifying and Managing unlinked (awaiting) attachments.
Uploading new attachments manually.
Recording a cash cost that has no document to upload.
Editing and deleting existing attachments.

All attachments are sorted by date. Under each date all transactions received on this date will be displayed. Each attachment is displayed with the following details:

File Name – The name of the uploaded attachment (e.g., invoice, receipt). This is the filename as you uploaded it; see Document number and file name below.
Contractor Name – The contractor associated with the transaction is visible below the file name.
Amount – The transaction amount for reference.
Related Month/Received At – Shows the financial month when the transaction was processed and received.
Attachment – File linked to the attachment.
View Option - Allows to preview attached file.
Edit & Delete Options – Allows modification or removal of attachments.

Documents flagged for attention

A document in the list can carry one or more short labels naming what still needs doing on it, so the list itself shows where the gaps are rather than making you open every document to find out. The labels cover things such as a missing net amount, a missing related month, a missing counterparty or tax number, and a document not yet assigned to a project.

One of them concerns how a cost was shared out between projects:

Incomplete split — no exclusions marked appears on a cost document whose project split does not add up to the document's net amount, where nothing on the split accounts for the difference — so part of the invoice is charged to nobody. Either give the missing amount to the projects that should carry it, or strike the projects that should carry none of it. A struck project is itself an explanation, so a split left short that way is not flagged. See Splitting a Cost Across Projects by Attribute for both actions.

A label is a prompt rather than a block. The document stays in the list, keeps its file and its links, and can be dealt with in any order.

Adding and Managing Attachments

To upload a new attachment:

Click on the "Add Attachment" button in the top-right corner.
Provide the name.
Select related Contractor (Cost) from previously created contractors.
Provide the amount of attachment.
Select currency.
Choose the file from your computer and upload it.
Provide the date when you received attachment.
Provide the related month of attachment.
Click "Save" to finalize the attachment adding.

Adding a cash cost with no document

Some spends never come with an invoice to upload — a guide, a taxi, a meal paid in cash on the ground. Add cash cost records one of these as a deliberate, explicit choice rather than as an upload that came back empty:

Click "Add cash cost" next to "Add Attachment".
Provide a short name describing the spend (e.g. "Taxi to airport").
Select the related Contractor (Cost) category.
Provide the amount, currency, date received, and related month.
Optionally set a due date and add a note.
Click "Add cash cost" to save it.

The record this creates behaves like any other transaction attachment from here on — categorise it, assign it to a project, and tag it the same way you would an uploaded invoice. It is marked as not expecting a document, so it never shows up as a missing-document problem, never appears on the payment/wire-preparation list (no payment will ever arrive for it, since the cash already changed hands), and never surfaces as overdue. In the attachments list it carries a "Cash cost — no document" label so it reads as a deliberate cash spend rather than an incomplete upload.

Managing Awaiting Attachments

Awaiting attachments are files that have been uploaded to Flowtly but have not yet been assigned to a transaction. These may include:

Invoices uploaded before the related transaction was recorded.
Documents that were added manually but need to be linked to the correct expense.
Files that require verification before they can be assigned.

To ensure financial accuracy, these attachments should be matched with their respective transactions.

Document number and file name

An uploaded cost document carries two separate identifiers, and it is worth knowing which one you are looking at.

The file name is the name of the file you uploaded, or the name you typed when adding the attachment by hand. It is the name the attachments list shows for the document, so a file you saved as Figma_Invoice.pdf is listed under that name.
The document number is the invoice or receipt number printed on the document itself. It is read from the document automatically when one can be found, and it is kept separately from the file name.

Because the two are held apart, a filename that means something to you — the supplier, the service, the period — survives the upload, while the document number remains available to the places that need the number rather than the label.

Where the number is what matters, the number is what is used. Accountancy exports and the purchase-document fields they produce use the document number, and cost rows in budget and P&L reports are labelled with it as well. Where no document number could be read, those places fall back to the file name, so a row is never left without a label.

Search covers both. Typing part of an invoice number finds the document even when its file name looks nothing like that number, and typing part of a file name finds it too.

Tags matched automatically against a cost document are compared with both identifiers, so a descriptive file name can bring in a tag that the document number alone would not have matched.

Attachments added before the document number had a field of its own are listed under that number rather than under a file name, and they are not relabelled retrospectively. A long-running list can therefore show a mix of the two. Editing an attachment lets you set the name you want on any individual row.

Closing a credit note that will never be paid

A credit note (korekta) carries a negative amount. No money leaves the account for it — it is netted as a discount against the next invoice — so no bank transaction will ever arrive to match it. Left alone, such a document stays in the ledger looking unpaid indefinitely.

On a negative document the panel offers No transaction to be expected for this document in place of the payment action. Choosing it closes the document without inventing a payment: nothing is created, nothing is reconciled, and the document stops being counted as outstanding. The reason you give is shown afterwards where the payment date would otherwise be, so the ledger reads as deliberately closed rather than blank, and Undo puts it back if it was set in error.

The action appears only on a document with a negative amount and no linked transaction. That restriction is deliberate: a positive invoice that will never be paid — a write-off, a duplicate, one fully offset by another document — is a different situation, and closing it this way would remove a real debt from the unpaid ledger.

Example use cases

Recording a cash spend with no invoice to upload — a guide, a taxi, a meal paid on the ground — via Add cash cost, so it is still categorised, project-assigned and reported on even though no document exists for it.
Linking a vendor invoice PDF directly to a specific payment transaction for audit and record-keeping.
Uploading a photo of a physical receipt for an employee expense, which will later be matched to the corresponding bank transaction.
Centralizing all contractual agreements and payment schedules to ensure easy access and compliance.
Managing unlinked documents (e.g., early received invoices) until the related financial transaction is recorded in the system.