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

Last updated 3 days ago

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. You will be in the Document Builder. In the General Info section, choose the Document Type - in this example, a purchase invoice was created.

A. Fill in Document Details:

Continuing with the Purchase Invoice example:

  • Add line items manually with:

    • Rates - These are pre-existing figures set out in the library.

    • Description - What is the line item for

    • Quantity - The amount of the item

    • Unit of Measurement

    • Unit Price

    • Project

    • Cost Code

    • Tags

  • 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.

Uploading line items via CSV

You can bulk-create line items on a document by uploading a CSV file. This is useful for documents with many line items that are easier to prepare in a spreadsheet.

  1. Open a document in full-page view.

  2. Click Upload CSV in the line items toolbar.

  3. Download the CSV template if needed, fill in your line items, and upload the completed file.

  4. The line items are created in the order they appear in the file.

You can choose to upload a CSV or Excel file or copy and paste from your sheet as well.
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Copy and paste the sheet. Choose the delimiter, which is the separator between values. This is typically a comma or Tab.

Once you have uploaded a CSV or copied and pasted line items. You'll then be guided through our mapping wizard, where you can correct values, add new values and map columns in your sheet to columns.
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Create documents from existing documents.

You can use the line items from existing documents

  1. Select the line items you'd like to copy into a new document. You can select all line items or choose specific ones.

  2. Click on create document and then choose the document type and then the supplier

  3. Click Create Document and then click View Document in the notification that comes up in the left-hand corner of the screen.

Create documents using Corepilot

You can create any document using Corepilot. Copy the line items and type in the document type and the client or supplier you want to create them for.

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.


​Filtering documents

You can filter through documents using the filter bar at the top of the screen.

Failed Documents

Documents that fail to upload or process can be filtered into their own view. In the Documents table, click on more filters and enable Failed Documents only. Use this to identify and resolve any upload issues without them being mixed into your main document list.

Unassigned documents badge

The project selector shows a count badge for documents in the Unassigned view. This helps you spot when documents have come in that need to be assigned to a project. Click the badge to jump straight to the Unassigned view.

Bulk Actions

Select multiple documents in the list view and use the bulk toolbar to apply a custom tag, cost code, approve or delete all selected documents at once. The count of successfully updated documents is shown in a confirmation toast.


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