Documents & Vault

Upload, organise, and share files securely with nested folders and client visibility controls.

Documents and Vault is where files live, both the ones only your firm sees and the ones you share. Company Documents holds internal-only material, templates, policies and working papers, and you reach it in the sidebar under Manage, labelled Company Docs. Files can be nested in folders, previewed in the browser without downloading, and downloaded when you need a local copy.

Visibility is handled by two separate controls rather than one, and it matters which you are using: one decides whether a client can see a file in their portal, the other decides which of your own staff can open an internal document. Company Documents also includes an AI Data Extraction tool, powered by Mistral, that reads a document and pulls out details such as vendor, date and amount along with a short summary.

Company Documents against Client Documents

These are two different lists with two different audiences, and which visibility control you need depends on which one you are in. Company Documents, reached from Company Docs under Manage in the sidebar, holds internal-only material: templates, policies and working papers that clients never see. Client-facing files live in Documents & Files, the Client Documents list, where each row has a Client Visible column with an eye toggle deciding whether that client can open the file from their portal. A crossed-out eye hides it from the client while keeping it linked to their records.

Company Documents has its own control aimed at your own team rather than clients: Staff Visibility. That column only appears for admins and managers, and only applies to files, never folders. It shows a count such as 4/5 and opens a Manage Visibility modal listing every staff member, where anyone holding an Admin or Company-level role is labelled “(Admin)” and always retains access. A staff member set to Hidden does not see a greyed-out row: the document is removed from their Company Documents list entirely.

Uploading, foldering, and the version tag

You can upload individual files, upload a whole folder while keeping its structure (Accupe creates the matching folder rows for any subfolders that do not exist yet), or drag files from your desktop onto the page, in which case they land in whichever folder you are currently viewing. Uploads run up to five files at a time in the background, and any single file taking longer than 90 seconds times out with an error rather than hanging indefinitely.

Same-name files are never overwritten. Accupe keeps both and appends a version tag such as (v1) or (v2) to the newer file’s display name, so you can tell them apart. The optional Expiry Date set at upload applies to the whole batch rather than per file, and it is a visual reminder only: once it passes the date turns red with a warning icon in the list, but nothing is blocked or restricted, and there is currently no way to edit that date after the file has been uploaded.

Previewing, and what AI Data Extraction actually reads

Clicking a file generates a secure, time-limited link valid for one hour and opens it in a preview window. Images display directly; PDFs and other types use your browser’s built-in viewer, so what you see depends on what your browser can render natively. Each preview adds the file to a Recently Viewed strip of up to five documents, and that strip spans your whole internal library rather than the folder you happen to be in, so a Recently Viewed item reopens even if it lives elsewhere.

AI Data Extraction is run from the floating action bar with exactly one file selected, and pulls out vendor, date and amount plus a plain-language summary. Be precise about what it is reading, because the two paths are genuinely different. On image files (JPG, PNG, GIF, WEBP, SVG and similar) it runs real text recognition in your browser with a live progress indicator, and the values come from the actual image content. On PDFs and other non-image files, which covers most invoices and statements, it does not yet read the document text: it builds a placeholder description from the file name alone, guessing the vendor from whatever comes before the first underscore. Treat a PDF result as a starting point and check every value against the source before you rely on it.

What people come here to do

Upload files and build a folder structure. Batch uploads, folder uploads, drag and drop, the version tag on duplicates, and the expiry date caveat.
Decide who can see a document. Two separate controls on two different pages: Client Visible for portals, Staff Visibility for internal files.
Open a document without downloading it. One-hour signed preview links, the Recently Viewed strip, and where the working Download action lives.
Pull vendor, date and amount from a file. Genuine OCR on images, filename-derived placeholders on PDFs, and how to read the results honestly.

4 articles in this category

Uploading and organising files and foldersCompany Documents holds internal-only files, templates and policies that clients never see. Find it in the sidebar under Manage, labelled Company Docs.Updated 11 July 2026 · 4 min read AI-powered document data extractionThe AI Data Extraction tool reads a document and pulls out details such as vendor, date and amount, plus a short summary. It is powered by Mistral AI.Updated 11 July 2026 · 2 min read Controlling client and staff visibility for documentsAccupe has two separate visibility controls: whether a client sees a file in their portal, and which of your own staff can open an internal document.Updated 11 July 2026 · 2 min read Previewing and downloading documentsOpen most documents straight inside Accupe without downloading them first, and pull down a copy whenever you actually need the file on your own machine.Updated 11 July 2026 · 2 min read

Things that catch people out

Deleting a folder does not delete its contents

Only the folder row is removed. The files inside stay in storage but are no longer reachable by browsing, so move or delete a folder’s contents individually before you remove the folder itself.

Search only looks inside the current folder

The search box matches file names in the folder you are viewing. It does not search subfolders and does not search your whole document library, so navigate to the right folder first.

The multi-select Download button does nothing

The Download action in the floating selection bar, the one that appears as soon as you tick a single checkbox, is not wired up. Use the Download action on each file’s own row instead.

Staff Visibility is not a client control

Making a document visible to every staff member does not expose it to clients. There is no client-facing visibility setting on the Company Documents page at all: the two controls are entirely separate.

A past extraction cannot be reopened

Results are saved to the document’s record on the server, but this page offers no way to redisplay them. If you close the modal and need the values again, run AI Extract on that file a second time.

Where to go next

Client Portal. The Documents tab can be hidden per client, a section-level switch that sits on top of the per-file Client Visible toggle.
AI Chat Assistant. Uploading a document to AI Chat is a different path, with different extraction rules and its own storage counting.
Compliance & KYC. Verification evidence is filed on a client’s KYC tab against a named director, not into Company Documents.