Content
Collect missing receipts and documents without leaving Briox
Workflow 1 – Request from a bank transaction
Workflow 2 – Request from a journal
Workflow 3 – Book bank transaction to a holding account and request (coming soon)
Requesting documents from non-app users
Collect missing receipts and documents without leaving Briox
Missing receipts and supporting documents are one of the most common reasons accountants get stuck during reconciliation, month-end reviews and audits. With Document Requests, you can ask clients and app users to send the missing documentation directly from Briox.
When a document is received, it is automatically linked to the relevant bank transaction or journal, eliminating manual follow-up and matching. You can track the request status throughout the process and quickly see which documents are still missing, received, or reviewed.
Use this feature to:
- Request receipts for bank transactions
- Collect supporting documents for manually posted journals
- Follow up on missing documentation directly from Briox
- Track the status of all document requests
- Reduce manual matching and administration
There are three ways to request supporting documents, depending on where you identify the missing documentation and what your needs are:
| Workflow | Use when |
| Request from a bank transaction | You want the document and its journal linked directly to a bank transaction. |
| Request from a journal | A journal already exists and requires supporting documentation. Not necessarily connected to the bank. |
| Book to a holding account and request later (coming soon) | You want to complete the bank reconciliation now and collect documentation later. |
Workflow 1 – Request from a bank transaction
Location: Banking → Process transactions
Use this workflow when you are reviewing bank transactions and discover that supporting documentation is missing.
Request a document
- Select one or more bank transactions.
- Click Request supporting document.
- Select the recipient.
- Send the request.
Briox:
- Marks the transaction as Document requested
- Sends a push notification or email to the recipient
- Tracks the request status automatically
When the document is received
The recipient can:
- Upload a receipt or invoice
- Upload a PDF or image
- Mark the receipt as lost
- Indicate that the document is still pending
When a document is uploaded:
- It appears in Incoming documents
- It receives a Received status
- The related bank transaction is updated automatically
Review and post
- Open the received document.
- Verify the coding.
- Post the journal.
The bank transaction is automatically reconciled.
When the review is complete, click Mark as reviewed to remove the request status.
If the wrong document was uploaded, remove the request and create a new one.
Workflow 2 – Request from a journal
Location: Accounting → Journal list
Use this workflow when a journal already exists but lacks supporting documentation.
Examples include:
- Salary documentation
- Timesheets
- Year-end adjustments
- Manually posted journals
Request a document
- Select one or more journals.
- Click Request supporting document.
Briox marks the selected journals as Document requested.
Review received documents
When the recipient uploads a document:
- The document is automatically linked to the journal
- The journal status changes to Document received
You can then:
- Open the journal.
- Review the document.
- Click Mark as reviewed.
The review queue supports both individual and bulk processing.
Workflow 3 – Book bank transaction to a holding account and request
Coming soon
Location: Banking → Process transactions
Use this workflow when you want to complete your bank reconciliation immediately and collect supporting documentation later.
Typical examples include month-end processing when you find receipts have not yet been submitted yet.
How it works
- Select the bank transactions.
- Choose Book to holding account.
- Select the holding account to use.
Briox:
- Creates one journal per transaction
- Marks each journal as Awaiting document
- Sends a document request to the recipient
- Completes the bank reconciliation
When the document is received later:
- Open the journal.
- Replace the holding account with the correct expense account.
- Save the updated journal.
The bank side remains fully reconciled.
How the APP user responds
App recipients receive either notification in the Briox app.
They can:
- Upload a PDF or image of a receipt
- Mark the receipt as lost
- Indicate that the document is still pending
Responses are immediately visible in Briox in Banking, Incoming documents or the journal list.
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Requesting documents from non-app users
You can request documents from users who do not use the Briox app. The recipient receives an email containing information about the request and instructions for providing the document.
The email includes:
- Transaction date
- Amount
- Supplier information (when available)
- Instructions from the requester
Note: Documents uploaded outside the document-request workflow are not automatically tracked as Requested, Received or Reviewed.
User rights
To request and review supporting documents, users need the appropriate permissions.
Workflows 1 and 2
- Banking → Work with banking
- Incoming documents → Manage incoming documents
Workflow 3
- Accounting → Work with journals
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