Find and manage documents across clients
Upload, share and collate a client's documents, and search every document in the firm in one place.
Every file you upload, and every file a client sends in, is stored against the client it belongs to. Each file is checked for viruses when it arrives.
How do I add a document to a client?
- Open the client's WorkDocuments.
- Pick a category: Engagement, Identity, Financial, Tax, Correspondence or Other.
- If the client has jobs, pick the one it belongs to.
- Tick Share with client if they should see it in the client app.
- Choose Upload and pick the file.
Billbook reads the file's name and text and may suggest a category. Click the suggestion to apply it.
How do I open or download a document?
Use the download button on its row. A file can't be opened until the virus check is done. If a virus is found, the file is removed and you'll need a fresh copy.
How do I share or hide a document?
Click the Firm only or Shared badge in the Client column to switch it. Signed documents always stay shared, and anything you send for signing is shared automatically.
How do I link a document to a job?
Choose Link to a job on its row and pick the job. It then shows under the job's linked work.
How do I combine documents into one PDF?
Tick the PDFs you want, then choose the collate button. They're merged into one PDF that opens in a new tab, handy for a client pack. It isn't saved to the client, so download it if you need to keep it.
Can Billbook read the figures out of a document?
If your firm has AI turned on, a document with readable text shows Extract data (AI), and a prior-year return shows Extract prior-year comparatives (AI). You check what it finds before anything is saved.
How do I find a document in any client?
- Open ClientsAcross clientsDocuments.
- Type in Search documents…. It searches file names and the text read from the file.
- Narrow it with All categories or All clients.
The Scan column shows No viruses found, Checking for viruses, Virus found or Not checked. Click a client's name to go to their documents. Sharing and deleting happen on the client's page.
How do I delete a document?
Use the bin on its row and confirm. Signed documents and files shared by another firm can't be deleted.
Deleting a document can't be undone.
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