Documents
Store and find documents attached to your business: bills, agreements and scans.
Why and when you use it
Paper gets lost: a rent agreement, a supplier's original bill, a GST certificate. Keeping a scan in Documents means anyone with access can find it when the CA, a bank or an inspector asks. The owner and accountant use it most; office staff upload scans as they come in.
Before you start
- Scan or photograph the paper documents (PDF or image)
Step by step
- Open DocumentsOpen Documents from the Stockivio ERP menu.
- Add a documentUpload the file and give it a clear name that says what it is and its date.
- Link it where it belongsWhere the screen allows, attach the document to the record it belongs to, such as the bill or the agreement's party.
- Find a document laterUse the list to look for the name, or use Global Search if you remember a word from the name.
- Keep the store tidyReplace old versions and use the same naming style for everyone.
Worked example
Kapoor & Associates, a CA firm in Delhi, keeps signed engagement letters for each client. A client asks on 12 Nov 2026 for a copy of the letter signed in April.
- Earlier, the office uploaded 'Engagement letter - Verma Textiles - 01 Apr 2026.pdf' in Documents.
- Now the partner opens Documents and looks for 'Verma'.
- He opens the file and sends the copy to the client himself.
Result: The letter is found in seconds instead of searching through a cupboard of files.
💡 Tips
- Use a naming pattern like 'Type - Party - Date', for example 'Rent agreement - Shop 4 - 01 Apr 2026'.
- Upload the supplier's original bill even after you have entered it as a purchase bill; it helps when checking input tax credit.
- For reading a supplier bill into a draft purchase bill automatically, use Photo Invoice instead.
⚠️ Common mistakes
- Uploading blurred phone photos. Check that the amounts and GSTIN can be read before saving.
Questions
Does uploading a bill here record the purchase?
No. Documents only stores the file. Record the purchase in Purchases, or use Photo Invoice to turn a scan into a draft bill.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Documents.
- Scene 2: Upload a scanned agreement with a clear name.
- Scene 3: Find it again by name.
- Scene 4: Explain the difference from Photo Invoice.