Document vault
Every document, stored, searchable, linked.
Receipts, invoices, statements. Tag it, search it, and it auto-matches to the transaction it belongs to. Kept for 6 years by default.
Free for 14 days, no credit card
In short
AccountsOS includes a full document vault: secure storage for every receipt, invoice, statement and document with full-text search, tagging, auto-matching to bank transactions, privacy-controlled access, and 6-year HMRC-compliant retention. Upload via any of 9 capture channels.
Everything it does
Storage & search
- Unlimited document storage on every plan
- Full-text search across documents
- Tag and organise with custom labels
- Filter by type, date, vendor, status
- Original images preserved alongside extracted data
Matching
- Auto-match documents to bank transactions
- Match scoring (amount, date, vendor)
- Manual match / unmatch UI
- Pending matches queue
- Background cron for fresh uploads
Compliance
- 6+ year HMRC-compliant retention
- Privacy-controlled access (team / view-only)
- Audit log of every document access
- Encrypted at rest
Bulk upload & background processing
Catch up a month of paperwork in a single drag.
- Multi-file drop: invoices, receipts, statements, all at once
- Background queue processes via Gemini without blocking the UI
- Retry-safe: hardened against transient Gemini failures
- Content-hash dedup means the same file forwarded twice never doubles up
- Friendly bulk-upload modal for supplier invoices
Document detail & editing
Inspect every extracted field. Fix what's wrong. Don't re-upload.
- Document detail page shows everything Gemini extracted
- Editable line items: correct hours, rates, totals per row
- Auto-linked entities visible alongside the document
- Unlinked transaction finder shows what still needs a document
Capabilities at a glance
Unlimited storage on every plan
Full-text search
Tag and label system
Auto-match to bank transactions
Manual match / unmatch / pending queue
6-year HMRC retention
Privacy-controlled access
Encrypted at rest
Original image preserved
Bulk download / export
Bulk multi-file upload with background processing
Editable line items on document detail page
Auto-linking to transactions, invoices, bills, estimates, contacts, projects
Content-hash dedup across every ingest channel
Hardened against transient AI extraction failures
How It Works
Capture from anywhere
9 channels feed the vault: phone, email, WhatsApp, Slack, Telegram, Gmail, drag-drop, MS Teams (soon), team email allowlist.
AI extracts and files
OCR pulls vendor, amount, date, VAT, line items. Tagged automatically by document type.
Match to bank transaction
Algorithm scores against unmatched bank lines. Auto-matches confidently; queues uncertain ones.
Find anything later
Search by vendor, amount, date, project. Click through to the original image and the matched transaction.
By the numbers
Real-world Use Cases
HMRC enquiry
HMRC asks for evidence of a £4,000 expense from 2 years ago. Search vendor, click through, download the original receipt: 30 seconds.
Year-end accountant pack
Tag everything for FY26 with the 'fy26' label, bulk download, send to your accountant.
Looking for a contract
Full-text search 'master service agreement' returns every contract you've signed with that phrase.
Why founders pick this over the spreadsheet
Audit-ready in seconds, not weeks
Stop maintaining a Dropbox folder structure
Receipts linked to transactions automatically
Encrypted, retention-compliant by default
Frequently Asked Questions
Is there a storage limit?
No. Unlimited storage on every plan included on every paid plan (14-day free trial, then £20/month).
How long are documents kept?
At least 6 years (HMRC's required retention for limited companies). You can keep them longer if you choose.
Can I full-text search?
Yes. Text within PDFs and OCR-extracted text from images is searchable.
Can I tag documents?
Yes. Custom tag system. Tags are searchable and filterable.
Who can access my documents?
By default, only you and team members you invite. Set per-document privacy where needed. Every access is logged.
How do receipts get linked to transactions?
Auto-match scores against unmatched bank lines using amount, date and vendor. Confident matches link automatically; uncertain ones land in a pending queue for one-click confirmation.
Explore more of AccountsOS
Receipt & Document Capture
Snap, forward, drop, dictate: receipts reach your books from 9 different channels.
Bank Reconciliation
Your bank feed teaches itself. The same payee never gets manually categorised twice.
Email Forwarding
Forward to documents@accounts-os.com: receipts, invoices, statements all flow in.
Messaging Channels
Wherever you message, you can do accounting.
Ready to try Document Vault?
Set up in minutes. Finn works in the background on your books, wherever you're based.
Free for 14 days, no credit card, cancel anytime