Understand Business Documents & Automation

Overview

• MiniTill Business Documents is an email-driven document inbox for Supplier invoices, Expense receipts, and Supplier credit notes.
• Each active Store can have its own receiving email address, so documents sent to that address are attributed to the correct Store automatically.
• MiniTill stores the original attachments, classifies the document, extracts structured fields, creates the relevant review workflow, and shows warnings when extraction is incomplete or uncertain.
• Automation is intentionally conservative. The default is Always review; Known only automation completes documents only when existing trusted mappings and safety checks pass.
• Only Owners and Business Managers can currently manage Business Documents.

When to use this

• Use Business Documents when supplier invoices arrive by email, staff photograph/email company-card receipts, or suppliers send credit notes that should be kept with the Store's purchasing/accounting records.

Step-by-step

1. Create the receiving email address for each Store.
2. Forward/send supported business documents to the correct Store address.
3. Open Business → Documents and review the detected document type, Store, date, status, warnings, and original attachment.
4. Complete the document-specific review workflow.
5. Apply Supplier invoices, create/link Expense receipts in Xero, or mark Supplier credit notes reviewed.
6. Enable Known only automation only after mappings and merchant rules have been proven reliable.

Common mistakes

• Do not assume extracted values are guaranteed correct just because a PDF was readable.
• Do not send documents for several Stores to one Store address if Store attribution matters.
• Do not turn on automation before Supplier mappings, pack sizes, Xero accounts, and trusted merchants are understood.

Troubleshooting

• If a document is not completed automatically, read the Automation note; MiniTill normally explains which safety condition stopped it.
• If extraction failed before a review workflow was created, use Retry extraction rather than re-entering the document manually.