Reconcile

Reconcile is DocuVault's invoice intake and accountant portal. It collects invoices in one place and gives an accountant a focused monthly view without granting access to the team's whole drive.

Collect invoices in one place

Use Reconcile as the destination for invoices that need to be available for the accounting hand-off. Keeping the intake together avoids scattering monthly documents across personal folders, shared folders and unrelated file links.

The source files remain part of DocuVault, where folders, previews, versions and the recycle bin support normal document management. Open a preview to confirm that each item is the intended invoice before relying on it for the monthly view. If a file changes, DocuVault keeps versions connected to that file.

Reconcile is a focused intake workflow. It does not require opening every document in My Drive to the accountant.

Give the accountant a monthly view

The accountant portal presents the invoices through a dedicated monthly view. This keeps the hand-off centered on the documents relevant to that period rather than exposing unrelated project, people or company files.

The boundary is the important part of the workflow: the accountant can work from the focused portal without receiving access to the whole drive. Organize the invoice intake before the hand-off so the monthly view contains the documents the accountant expects to review.

Keep the wider drive private

My Drive supports personal and shared storage with permissions assigned per person. Reconcile builds on the same principle of intentional access by giving the accountant a purpose-specific portal. Files outside that invoice workflow remain outside the focused monthly view.

Do not use broad drive sharing as a substitute for the accountant portal. If another team member needs a particular source document, share that file with the person and select the appropriate permission. The My Drive sharing model is explained in the My Drive and sharing guide.

Review each monthly hand-off

Before treating a month as ready for the accountant, review the collected files and their previews. Confirm that the documents belong to the intended period and that an accidental deletion has not left an invoice only in the recycle bin. Where a file has several versions, make sure the current version is the one intended for the hand-off.

This review keeps Reconcile factual and focused: one place for invoice intake, one monthly portal for the accountant, and no need to disclose the rest of DocuVault.

Continue in DocuVault

For general file organization, versions and recovery, see the My Drive and sharing guide. For PDFs that need a visible correction or your own signature before hand-off, use the PDF editor guide. If a document must be sent to other recipients for an eIDAS simple electronic signature, use the Agreements guide.