The Inbox is your central hub in Holvi for managing purchase receipts and payable invoices with minimal manual effort. Instead of manually searching through transactions or entering payment details, upload your document to the Inbox. Holvi automatically reads the information, matches it against your transactions or prepares a payment draft for you.
Important: Holvi suggests actions based on extracted data, but you always retain full control and confirm the final decision.
How to get documents into your Inbox
You can send receipts and invoices to your Inbox through four primary channels:
1. Direct web upload
Upload files directly from your computer using the Holvi web application.
- Accepted file types: PDF, JPEG, PNG, TIFF
- File limits: Up to 15 MB per file, one file at a time
2. Holvi mobile app
Open the Inbox in the Holvi app to quickly capture documents.
- Scan receipts or invoices directly using your smartphone camera.
- Select existing document photos from your photo gallery.
3. Share from other apps (mobile)
Send documents directly to Holvi from apps like Photos, Files, or Mail:
- Open the file or receipt in your preferred mobile app.
- Tap the Share button and select Holvi.
- Choose Upload to Inbox on the "Share to Holvi" screen.
- Limits apply: Max 15 MB, single file per upload (PDF, JPEG, PNG, TIFF).
4. Email forwarding
Forward receipts and invoices directly to your unique Holvi company inbox address.
- Your inbox address: Every company receives an address
- Inbound only: This address only receives emails; no outbound mail is sent from it.
- Privacy first: Holvi does not access your inbox, Gmail, or Outlook accounts—it only reads messages sent to your dedicated inbox address.
💡 Setting up auto-forwarding:
- Gmail: Requires entering a confirmation code sent to your Holvi inbox address to enable forwarding rules. The code will be displayed in Holvi.
- Microsoft 365: External forwarding is often blocked by default; your company IT admin may need to enable permissions.
What you see in the Inbox
When a document is uploaded, Holvi processes it within seconds and presents it as an individual item.
List view overview
In the primary Inbox list view, each item displays:
- Vendor name: Extracted automatically when readable.
- Uploader: The user who uploaded or forwarded the document.
- Upload date: When the item was submitted.
- Amount / sum: Total extracted cost.
- Attachments count: Number of files linked.
- Status: Filtered by Unprocessed, Processed or Dismissed.
Detailed card view
Clicking any line item opens the full card view, revealing additional information:
- Extracted due date and description (if available).
- Suggested transaction match: On the right panel, Holvi shows any transaction it believes corresponds to the document. If no transaction is found, it will display "No matching payment found" and provide options to Pay or Dismiss.
What you can do in the Inbox
Every action requires explicit user confirmation. Choose from the following primary options:
- Match to an existing transaction: If Holvi suggests the correct transaction, confirm the match. The document attaches to that transaction as proof of payment and moves to Matched status.
- Pay a new invoice: If the document is an unpaid invoice, click Pay (found via the 3-dots menu in the upper right corner). Holvi populates the payment form automatically with the extracted IBAN, amount, and reference details. Review the details, confirm, and submit.
- Dismiss the document: If no payment or matching is required, select Dismiss. The file moves out of your main queue into a dedicated Dismissed view, remaining accessible anytime you need it.
Frequently asked questions
Does my accountant get access to all files in my Inbox?
In bookkeeping exports and accounting integrations: No. Only documents that have been matched or paid are attached to transactions and forwarded to your external accounting software or export reports. Unresolved and dismissed items remain private to your Inbox and are excluded from accounting packages.
Direct Holvi access: If you invite your accountant directly to your Holvi account as an Editor, they will have access to view account activity and items within the platform itself.
Which currencies can I pay directly from the Inbox?
Currently, only payments in Euros (EUR) can be executed directly as new invoices from the Inbox.
How does automatic transaction matching work?
Holvi checks for existing transactions with a similar date and amount to the uploaded document. Because matching looks for similar values, it may occasionally suggest an incorrect payment if you have several similar transactions around the same time.
What should I do if Holvi suggests the wrong transaction?
If the suggested transaction is incorrect and no alternative match is available, dismiss the document and process or attach it to the correct transaction manually outside the Inbox.
Who within my company can view documents in the Inbox?
Anyone with permission to view the company’s bookkeeping can see all documents uploaded to the Inbox.