Uploading evidence and what happens next

Useful source material

Send the material that explains what happened in the business during the period. The best evidence set usually combines documents, payment context, and short human notes.

• Documents: receipts, supplier invoices, customer invoices, statements, credit notes, contracts, subscriptions, payroll context, and any source that explains why money moved.
• Payment sources: bank CSVs, bank rows, card statements, payout reports, platform settlements, and payment references for the same period.
• Owner notes: business purpose, private or mixed-use context, missing receipt explanations, unusual payments, refunds, deposits, or cases where the document alone is not enough.
• Readable files: complete pages, visible dates, amounts, vendor names, and no duplicate uploads unless the duplicate is intentional and explained.

What happens after upload

After upload, the evidence should become part of the monthly workflow. It may be ready for preparation, need attention, or wait for matching and accountant review.

1. 01Attach the source to the periodA file is useful when it is connected to the month it explains. If the date or period is unclear, expect the workflow to ask for clarification rather than guessing.
2. 02Read visible detailsHans prepares candidate details such as vendor, date, amounts, line context, payment references, and visible tax signals where they appear. These are preparation signals, not final accounting decisions.
3. 03Compare with other contextDocuments can be compared with bank rows, payout reports, existing evidence, and owner notes. This is where duplicates, missing payments, and unmatched rows become visible.
4. 04Open attention tasks when facts are missingIf the document is unreadable, incomplete, ambiguous, private, mixed-use, or missing business purpose, the workflow should ask a focused question instead of inventing the answer.
5. 05Keep the source available for reviewThe accountant should be able to see the supporting file and relevant context when reviewing prepared work, exceptions, or handoff material.

What Hans prepares

Hans structures the evidence so it can be checked and moved through the month. The preparation is useful because it remains connected to the original source.

• Candidate extraction from the visible file: dates, parties, amounts, line information, payment references, and other details that can be read from the document or import.
• Context links between the file, period, possible payment rows, related tasks, and review state. This helps later reviewers understand why the item is present.
• Signals for problems such as missing pages, unreadable scans, duplicate sources, low confidence, missing business purpose, or a payment without matching evidence.
• A path into the rest of the workflow: matching, task resolution, month close, accountant review, or follow-up when the source is not enough.

What people decide

Evidence can explain a month, but it cannot decide every fact. Keep owner facts and accountant judgment separate.

• Owners clarify business purpose, private versus business context, missing documents, who paid, and why an unusual transaction belongs in the month.
• Accountants decide professional treatment, sufficiency of evidence for their work, corrections, approval, and any tax or accounting judgment.
• The owner or accountant may decide that more evidence is needed before an item can move forward. That is a normal outcome, not a failure.
• No article or upload result should be treated as a guarantee that a document is legally sufficient for every case.

If an uploaded file needs attention

Needs attention means the workflow cannot safely continue with the current context. The fastest fix is usually a short, specific answer or a clearer source.

• Open the task or flagged item and read the exact reason: unreadable file, missing page, unclear vendor, missing purpose, duplicate, private item, or payment mismatch.
• Answer the business fact directly. For example: who the supplier was, why the expense was business-related, which payment belongs to the invoice, or whether a row is private.
• Attach or upload better evidence when the issue is the source itself, such as a complete invoice, a clearer scan, the missing statement page, or the payout report behind a net payment.
• Leave professional treatment to the accountant when the question is about accounting classification, VAT, period handling, or whether the evidence is sufficient for filing.

Quick quality check before close

A few checks before handoff reduce back-and-forth later. They also make it easier for the accountant to see what is still unresolved.

• Check readability: page edges, dates, amounts, vendor names, and totals should be visible. Screenshots should include the full relevant context, not only a cropped amount.
• Check completeness: multi-page invoices, contracts, statements, and payout reports should not be missing pages that explain fees, tax, or payment references.
• Check period fit: do not mix files from another month unless they explain a transaction in the current period, such as a late invoice or payout settlement.
• Check duplicates and notes: duplicate uploads, private items, mixed-use costs, refunds, and unusual payments should be explained instead of left for someone else to guess.

Next steps

Evidence intake usually leads to one of three places: a task, a match, or month-close readiness.

• Open Tasks and blockers when an uploaded item asks for missing business context.
• Open Matching payments and bank reconciliation when the document needs to connect to a bank row, payout, refund, or partial payment.
• Open Month-end close when most evidence is present and you want to check what still blocks handoff.
• Open the glossary when a task uses terms such as period, matching, DATEV, VAT, or booking proposal.