Every business runs on paper it must not lose: bills, receipts, bank statements, leases, tax returns. The Documents vault keeps them inside the books, next to the transactions they explain.
Getting documents in
Drag files in, or upload from any screen that accepts an attachment. A document can be filed under a category (statements, bills, taxes, legal and so on), given a date and a note, and found again by any of it. The search reads names, categories and notes together, so "water march" finds the March water bill.
A receipt or bill reads its own date off the paper, however it is written there: 09/14/2026, 2026/09/14, 14.09.2026, Sep 14 2026, 14-Sep-2026. When the paper carries no date at all (an order page that says "arriving tomorrow", a screenshot), the day the file was made is filled in, so a document never files without one; change it if it is wrong. Any date box also takes a pasted date in any of those forms.
Documents that attach themselves to the work
The vault is not a shoebox; it participates:
- A bill's PDF lives on the bill. Open the bill years later and the original is right there.
- A bank statement you upload is read by the statement reader and feeds Banking, and the file stays kept.
- A utility bill that covers several properties can be read into its exact per-property split in Property Books, so one payment lands on the right buildings without arithmetic.
Tax returns
Upload your filed returns and kBooks reads them into a year-over-year picture: income, the schedules behind it, and how the businesses connect. It is the fastest way to hand a new accountant the whole story, and a useful check that the books and the filings tell the same one.
Deleting, and the trash
Deleting a document moves it to the trash, where it can be restored with its attachments. The trash window says how long a document waits there before it is deleted for good, and prints the date beside each row, so nothing disappears without a date you were shown. Delete forever and Empty trash skip the wait. Documents in the trash still count against your storage until they are gone.
Room, and what happens past it
Every plan includes a room for documents, pooled across all the companies in your account and counted on live files plus the trash. Plan and standing shows the number, per company, with the bar turning amber when you are near the line. Past the room, your plan decides: on plans that bill for extra space, uploads keep going in and the extra is charged by the block, at the price the card names, for the most you held during the month, so freeing space brings next month's line down. On plans that do not, new uploads are refused until space is freed; nothing already filed is ever affected. Owners get one email when the account nears its room.
Limits
Your plan sets the largest single file, the total space, and how many documents can be filed in a day. The upload picker tells you before a file is sent when one of them is in the way, and what to do about it.
Safe by default
Documents live in your account's private storage, served only to people with access to that company. Downloads are always available, one by one or as part of your full backup.
Archiving old documents to your own computer
When years of receipts are weighing on your storage, move the old ones out. On the Documents tab press the archive button (beside the trash). Pick a cutoff date: every document of this company dated before it is counted, with its total size. Documents with no printed date are never included; the window tells you how many there are so you can date them first if you want them in.
Press Download the archive (zip). The zip holds every file, a documents.csv listing each one with the folder it sits in, and a README. Nothing has been removed at this point.
Open the zip and check it. Only then tick I have opened the zip and press Remove the files from kBooks. The files leave kBooks for good and stop counting against your storage. Each document keeps its details here (title, date, amount, which entry it was attached to) with an "archived to your copy" chip carrying the date, so the books never lose the trail. Keep the zip somewhere safe: from that moment it is the only copy of those files.
Account-wide documents (a lease shared by several companies) are never archived from inside one company.