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Create & Manage Documents

Coreloops enables users to create, upload, and manage documents such as invoices, quotes, and purchase orders directly in the platform. This guide walks you through how to:

Written by Gabriel Makinwa
Updated this week

This guide walks you through how to:

  • Create new documents from scratch

  • Upload existing documents

  • Manage and update documents

1. Supported Document Types

Coreloops supports multiple document types including:

  • Invoice

  • Purchase Order

  • Quote

  • Receipt

  • Sales Invoice

  • Sales Purchase Order

  • Sales Quote

  • Delivery Note

  • Debit Note

2. Creating Documents From Scratch

To manually create a new document:

  1. Go to the Documents page.

  2. Click the "Add Document" button.

  3. Select "Create New".

  4. Choose your document type (e.g., Invoice).

The document will appear in your Document Inbox.

Fill in Document Details:

  • Add line items manually with:

    • Description

    • Quantity

    • Unit of Measurement

    • Price

    • Project & Cost Code

  • Use the sidebar to:

    • Select Document Type

    • Enter Due Date

    • Link to other documents (e.g., link a PO to a Quote)

    • View History and Comments

Click "Approve" in the bottom right corner to finalise the document. You can return later to mark it as Paid.

3. Uploading Existing Documents

There are three main ways to upload existing documents into Coreloops:

A. Manual Upload

  • Go to the Documents page.

  • Click Add > Create New.

  • Upload the document file (PDF, etc.).

B. Forward via Email

  • Click Add > Create New.

  • Copy the unique Coreloops email address provided.

  • Forward the document to this email.

  • The document will appear in your Document Inbox, processed by Coreloops AI.

Tip: You can override extracted data manually using the sidebar editor.

C. Bulk CSV Upload

  • Click Add > Upload New (not "Create New").

  • Upload a CSV containing multiple transactions.

4. Managing Documents

Once documents are in the system, you can:

Edit & Update

  • Amend line item details (description, price, etc.).

  • Allocate line items to specific cost codes.

  • Split a single line item across multiple cost codes.

Link Documents

  • Open a document.

  • Use the sidebar > Link Documents to connect it to related documents.

Status Management

  • Approve documents when ready.

  • Mark as Paid once approved.

Other Actions

  • Delete: Scroll down the sidebar and click Delete Document.

  • View History: Open the document and switch to the History tab.

  • Leave Comments: Use the Comments tab in the sidebar.

  • Search & Filter: Use the filters and search tools in the main Documents dashboard.

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