Store and share files in the Vault
The Vault keeps your business documents in one place. Upload files, sort them into folders, find them with search, and share them by link.
By Travada SystemsUpdated 3 min read
The Vault is where your business documents live: contracts, licences, tax papers, receipts and anything else you need to keep. Files you add elsewhere in Travada Books end up here too, so you don't have to hunt for them.
What's already in your Vault
Alongside files you upload yourself, the Vault collects:
- files that arrive in your Inbox
- receipts and files attached to transactions
- PDFs of invoices you send, filed in the Invoices folder
- PDFs of quotes and statements you send
Each document shows where it came from, such as Upload, Inbox, Transaction, Invoice, Quote or Statement.
Upload a file
- Select Vault in the sidebar.
- Select Upload, or drag files onto the page.
You can upload images, PDFs, Word, Excel and PowerPoint files, and CSVs. If you're inside a folder, the file goes into that folder.
Travada Books reads each file and gives it a clear title, a one-line description and a few tags, so it's easier to find later. You'll see a small spinner on the document while this happens.
Folders
Every Vault starts with six folders: Contracts, Tax & Compliance, Receipts, Invoices, Licenses and Bank Documents.
- Create a folder: select New at the end of the folder row, enter a Folder name, and select Create. Create one while you're inside another folder to nest it.
- Move a file: open the document's ⋮ menu, choose Move to folder, and pick a folder. Choose Remove from folder to take it out.
- Delete a folder: hover over it and select the small ×. The files inside aren't deleted, they just leave the folder. The six starting folders can't be deleted.
Use the path at the top, starting with All, to go back up.
Find a document
Type in Search documents… and press Enter. A single word searches names, titles and the text of your documents.
You can also search in plain words, such as "contracts from last year". Travada Books works out the date range and search term for you.
To filter by hand, select the filter icon in the search box and choose Date (when the document was added) or Tags. Switch between grid and list view with the buttons on the right.
Open and edit a document
Select a document to preview it. From here you can:
- change its Folder
- edit the Description, or select Auto-fill to have Travada Books write it again
- add or remove Tags (press Enter or a comma after each one)
- see Related documents
Share a document by link
- Open the document's ⋮ menu and choose Copy share link.
- The link is copied. Paste it into an email or message.
Anyone with the link can download the file, without an account. The link works for 30 days, and the page shows the date it expires.
Download, rename or delete
From a document's ⋮ menu:
- Download saves a copy.
- Rename changes its name.
- Extract to transaction reads a receipt or invoice (images and PDFs only) and opens a new transaction with the details filled in, ready for you to check and save.
- Delete removes the document and its file.
To act on several documents at once, tick them. A bar appears at the bottom where you can Download them as one ZIP file, Move to folder, or Delete them.
Good to know: Deleting a document can't be undone. If you might need it later, download a copy first.