{"id":7064036,"date":"2026-09-22T12:50:08","date_gmt":"2026-09-22T12:50:08","guid":{"rendered":"https:\/\/peraltafinancing.com\/accounting\/files-is-now-called-documents-a-new-name-for-where-smart-document-capture-lives\/"},"modified":"2026-09-22T12:50:08","modified_gmt":"2026-09-22T12:50:08","slug":"files-is-now-called-documents-a-new-name-for-where-smart-document-capture-lives","status":"publish","type":"post","link":"https:\/\/fivemor.com\/?p=7064036","title":{"rendered":"Files is now called Documents: a new name for where Smart Document Capture lives"},"content":{"rendered":"
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As Xero evolves Files into an easier way to get data into Xero, we\u2019re renaming it Documents.<\/p>\n
We\u2019ve improved and expanded its capabilities. Now called Documents and powered by JAX,\u00a0 its Smart Document Capture capability automatically captures and extracts data, matches documents to transactions, and learns your patterns over time. Upload, email, or snap a photo of a receipt or bill, and Xero automatically creates the transaction for you \u2013 for more accurate, up-to-date bookkeeping.<\/p>\n
Documents is moving from the Organisation name menu to the Accounting menu, alongside your other accounting tools. Your existing documents won\u2019t be affected, and the way you work with them will remain the same. The new location brings Documents closer to the accounting workflows it supports, making it easier to capture and extract information and match it to transactions while managing your books.<\/p>\n\n
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\u201cKeeping up with my accounts in a very easy to use, user friendly way which means financial reports (tax returns etc) are no longer a headache. I\u2019m more confident that they\u2019re correct too.\u201d<\/em><\/p>\n
What\u2019s new in Smart Document Capture<\/strong><\/h2>\n
With Smart Document Capture in Documents, you can already capture and extract information from documents, match them to existing transactions or create new ones- with less manual data entry. Based on what we\u2019ve heard directly from you, we\u2019ve focused the latest improvements on supporting more document types, reducing manual steps and giving you greater control:<\/p>\n
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Automatic tax extraction<\/strong> pulls your local tax rate straight from your uploaded documents.<\/li>\n
Credit note support<\/strong> from extraction through to transaction creation means when you upload a credit note, the system extracts the data and can draft the transaction for you.\u00a0<\/li>\n
Auto-matching documents<\/strong> to transactions attaches your uploaded documents to an already existing transaction \u2013 and you can toggle it on or off, at any time.\u00a0<\/li>\n
User permissions<\/strong> lets you give team members upload and view-only access to uploaded documents, without seeing other financial data that\u2019s been uploaded by others.\u00a0<\/li>\n
Attachment deletion alerts<\/strong> notifies you if you try to delete a document linked to a transaction. You\u2019ll see an alert before it can be removed, helping prevent accidental deletion.<\/li>\n<\/ul>\n\n
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\u201cSmart Document Capture has made processing supplier invoices much faster. Instead of manually entering details such as the supplier name, invoice date, and amount, Xero automatically extracts the information from the uploaded document, saving time and reducing data entry errors.\u201d<\/em><\/p>\n
What\u2019s next for Documents, based on your feedback<\/strong><\/h2>\n
Your feedback \u2013 from customer research, surveys and conversations \u2013 is shaping what comes next.\u00a0<\/p>\n
We heard from you that subfolders, search and filtering play an important role in how you organise and find documents. We\u2019re partnering with you, our community, to redesign these experiences in Documents, using your feedback to shape solutions that better support the way you work. We\u2019ll share more on this soon.<\/p>\n
Alongside this work, we\u2019re also planning to deliver further capabilities in the coming months, including:<\/p>\n
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Supplier rules<\/strong> \u2013 recurring suppliers are recognised and propose matches automatically, so you\u2019re not deciding the same thing twice.<\/li>\n
Bespoke email address <\/strong>\u2013 forward documents to a custom email address in Xero.<\/li>\n
Tax Number validation (UK & AU only)<\/strong> \u2013 Extract and validate tax numbers, catching errors before they land in your records.<\/li>\n<\/ul>\n
Looking further ahead you\u2019ll also be able to create bills straight into an awaiting approval or awaiting payment state and extract details from Bank Statements. We\u2019re also adding notes and item codes to documents so your inventory updates as you go.<\/p>\n
Smart Document Capture learns your patterns, extracts more accurately over time, and and helps keep your records organised and up to date. But you stay in control \u2013 every extraction, every match, every decision is still yours to review and approve.<\/p>\n
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