The SmartVault Inbox is a scanning and file upload tool included in the SmartVault Desktop software.
With the SmartVault Inbox, users can quickly scan and upload documents into the SmartVault client portal. Once there, they are ready for further processing by another person, such as an accountant or bookkeeper.
Watch a video on the SmartVault Inbox:
With this feature you can use the SmartVault Inbox to perform the following tasks:
- Scan documents to folders in SmartVault.
- Drag and drop documents to folders in SmartVault.
- Browse your local PC or network then multi-select and upload documents to folders in SmartVault.
- Upload large files using the transactional upload capabilities provided by the SmartVault Inbox.
- View, save, print, delete and even send links to files stored in SmartVault.
QuickBooks Inbox Folders tab (QuickBooks-Specific):
Provides a special view that allows you to browse to only the default Inbox folder that SmartVault automatically creates for each QuickBooks company file when you integrate a QuickBooks company file with SmartVault.
When you browse to and select the Inbox folder for a specific QuickBooks company file using this tab, you can upload, view, save, print, and delete files in the default Inbox folder for a QuickBooks company file based on the permissions you have for the folder.
This tab is typically used only if you decide to use the default Inbox folder created when you integrate SmartVault and QuickBooks as a processing folder to store documents prior to attaching the documents to specific transactions in QuickBooks.
The following image shows the QuickBooks Inbox Folders tab.
All Folders tab:
Provides a view that allows you to browse to any folder in SmartVault and then scan and upload documents to the folder and view, save, print, or delete documents stored in the folder.
The following image shows the All Folders tab.
Note: You must install the SmartVault Desktop software and sign in to SmartVault from the SmartVault Desktop software before you can use the SmartVault Inbox.
When to use this feature?
Accountants love using the SmartVault Inbox with their clients because it is simple enough for the clients to use, increases efficiency, and reduces the burden of scanning.
For example, assume your company has created a file structure where each employee in the sales department has an Expense Receipts folder. Each employee is responsible for scanning and uploading all of their expense receipts into their Expense Receipts folder by the end of the month. At the end of the month, the bookkeeper reviews the employee receipts, then attaches the electronic receipt to the appropriate QuickBooks entry.