Tips & Troubleshooting

Optimize your file uploads and resolve common issues. These best practices apply to both simple and itemized requests.

Clear file names help your audit team identify documents quickly and improve automatic matching accuracy for itemized requests.

Use descriptive names that include key identifiers:

Pattern: VendorName_DocType_Identifier.pdf

Examples:

• ABC_Corp_Invoice_Oct2024.pdf
• Office_Depot_Receipt_5420.pdf
• Acme_Contract_2024_Renewal.pdf

Generic filenames make documents hard to identify and reduce matching accuracy:

❌ Scan001.pdf ❌ Document.pdf ❌ IMG_1234.jpg ❌ Untitled.pdf

Organize files before uploading to streamline the process, especially for itemized requests.

Keep all documents of one type together in folders:

This structure makes bulk uploading faster. Upload all invoices at once, then all receipts.

Upload each document as its own file rather than merging multiple documents into a single PDF.

Better:

• Invoice_ABC_Corp.pdf (separate file)
• Receipt_ABC_Corp.pdf (separate file)

Avoid:

• ABC_Corp_All_Documents.pdf (merged file)

Separate files improve automatic matching and make review easier for your audit team.

Use individual upload for precise control. Upload documents as you gather them.

Use bulk upload by document type:

1. Organize files into folders by document type
2. Bulk upload all invoices, review matches
3. Bulk upload all receipts, review matches
4. Continue with remaining document types

Upload in batches by document type:

1. Upload first batch of invoices (25-50 files)
2. Review and confirm matches
3. Upload next batch
4. Repeat for remaining document types

Batching prevents overwhelming the matching system and makes it easier to catch errors.

Agentive accepts:

• PDFs (preferred for documents)
• Excel (.xlsx, .xls, .csv)
• Word (.docx, .doc)
• Images (.png, .jpg, .gif)
• Zip archives

Use PDFs for:

• Invoices
• Contracts
• Receipts
• Any document that shouldn't be edited

Use Excel for:

• Data tables
• Financial schedules
• Lists and spreadsheets

Use images for:

• Scanned receipts
• Photos of physical documents
• Diagrams and charts

• Files larger than 100 MB may fail to upload
• Compress large files before uploading
• Use file-sharing services for very large files if needed

If you encounter an issue not covered here:

1. Check the request comments for guidance from your audit team
2. Add a comment to the request explaining the issue
3. Contact your audit team directly for urgent issues

• Uploading Files - Simple request uploads
• Working with Itemized Requests - Table-based uploads