How to Configure Document Types in Whitevision
Quick Summary
Configuring document types correctly is one of the settings that determines whether Whitevision B.V. Declaraties saves your finance team hours every week or simply digitizes the same manual corrections you were making with paper receipts. This guide explains what document types are, why they matter for accurate data extraction, and how an administrator sets them up, adjusts extraction rules, and assigns them to the right approval workflows. Whether you’re onboarding a brand-new account or refining an existing setup that keeps misreading certain vendor invoices, this article walks through the configuration process step by step.
What Are Document Types in Whitevision?
A document type in Whitevision B.V. Declaraties is a category the platform uses to decide which extraction rules, fields, and approval routing apply to an incoming file. Rather than treating every scanned document the same way, Whitevision separates documents into distinct types, such as retail receipts, purchase invoices, service orders, and mileage claims, because each of these formats carries different information in different places.
Configuring document types accurately therefore shapes everything downstream. When the platform correctly identifies a purchase invoice, for example, it knows to look for a purchase order number and payment terms, fields that a retail receipt never includes. Consequently, administrators who invest time in this configuration early on see fewer manual corrections later, since the recognition engine has clearer instructions for every file that arrives.
Why Does Document Type Configuration Matter for Accuracy?
Accuracy depends heavily on context. An extraction engine that treats every document the same way struggles to tell a subtotal from a total or a purchase order number from an invoice number. Precise document type configuration gives Whitevision the context it needs, and that context translates directly into fewer flagged fields and faster review cycles for your team.
What Document Types Does Whitevision Support by Default?
Whitevision B.V. Declaraties ships with several document types already configured, which covers most organizations from day one. The table below summarizes the most common defaults and what each one typically captures.
| Document Type | Typical Fields Captured |
| Retail receipt | Vendor, date, total, VAT |
| Purchase invoice | Vendor, invoice number, line items, payment terms, totals |
| Service order | Vendor, service description, contract reference, amount |
| Mileage claim | Distance, rate, purpose, date of travel |
| Credit note | Vendor, original invoice reference, credited amount |
Most small and mid-sized organizations use these default types without modification. Larger organizations, or those in specialized industries such as construction or healthcare, often add custom document types to capture information the defaults don’t cover.
When Should You Add a Custom Document Type?
Add a custom document type when a recurring document in your organization consistently includes fields the default types miss. A construction company that regularly receives subcontractor timesheets, for instance, benefits from a dedicated document type that captures hours worked and project codes rather than forcing that data into a generic invoice template. Similarly, an organization that processes a high volume of credit card statements alongside individual receipts might create a dedicated type for statement line items, since matching each line to a supporting receipt calls for a different extraction pattern than a single retail purchase.
How Do You Access Document Type Settings?
Administrators manage document types from the configuration area of the Whitevision dashboard, separate from the day-to-day claims queue that employees and approvers use.
Where Do You Find the Document Type Menu?
Navigate to the administration section of the dashboard, then open the document processing settings. From there, a list of active document types appears, along with an option to add a new one. Because this area affects extraction behavior across the entire account, Whitevision typically restricts access to users with an account administrator role.
Which Permissions Do You Need to Make Changes?
Only account administrators can create, edit, or deactivate document types by default, though some organizations extend limited edit access to finance administrators who manage day-to-day categorization. Before making changes, confirm your role includes this permission, since a locked settings menu usually indicates a role restriction rather than a technical issue.
How Do You Configure a New Document Type?
Setting up a new document type involves naming it, defining which fields it should extract, and specifying any validation rules that keep the data clean.
How Do You Name and Describe a Document Type?
Give the document type a clear, specific name that your team will recognize at a glance, such as “Subcontractor Timesheet” rather than a vague label like “Other.” A short description explaining when to use this type also helps employees choose correctly during manual uploads, which reduces miscategorized documents later.
How Do You Define Which Fields to Extract?
Select the fields Whitevision should look for on this document type, choosing from standard options such as vendor name, date, and total, or adding custom fields specific to your organization. Mark fields as required or optional depending on whether a missing value should block submission or simply flag for review.
How Do You Set Validation Rules for Extracted Data?
Validation rules catch errors before they reach an approver. For example, you can set a rule requiring the total amount to fall within a reasonable range, or one that checks a date field for a plausible format. These rules don’t replace human review, but they do reduce the number of obviously wrong values that make it into the approval queue.
How Do You Map Document Types to Approval Workflows?
Once a document type exists, connect it to the right approval workflow so that submissions route to the correct reviewer automatically.
| Document Type | Typical Routing |
| Retail receipt under policy limit | Single manager approval |
| Purchase invoice | Finance administrator review, then payment processing |
| Service order | Department head approval, then finance sign-off |
| Custom high-value document type | Two-step approval with finance and a senior manager |
Because routing depends on document type, getting this mapping right prevents claims from stalling in the wrong queue. A misrouted service order, for instance, might sit in an approver’s inbox who has no context for the contract it references, delaying payment unnecessarily.
How Do You Handle Documents That Don’t Match Any Type?
Whitevision B.V. Declaraties flags documents that don’t clearly match an existing type rather than forcing them into the closest available category. An administrator then reviews these exceptions manually, either assigning them to an existing type or using the pattern to justify creating a new one. Over time, this feedback loop helps organizations refine their document type library so fewer submissions need manual sorting.
How Do You Test a New Document Type Before Rolling It Out?
Before making a new document type available to your whole team, test it with a handful of real examples to confirm the extraction rules behave as expected.
What Should You Check During Testing?
Submit a few representative documents and review how accurately Whitevision extracts each configured field. Pay particular attention to fields that vary in position or format across different vendors, since these are the fields most likely to need adjustment. If accuracy looks weak for a specific field, revisit its configuration before opening the document type to general use. It also helps to test with documents from your least consistent vendors first, since a document type that handles a messy invoice layout correctly will almost certainly handle a cleaner one just as well.
How Do You Roll Out a Document Type Organization-Wide?
Once testing confirms reliable extraction, enable the document type for the relevant departments or user groups. Communicate the change to employees who regularly submit that kind of document, along with a short note on when to use it instead of an existing type. A brief announcement prevents confusion during the first few submissions after rollout.
How Do You Maintain Document Types Over Time?
Document type configuration isn’t a one-time task. As vendors change their invoice layouts or your organization adds new expense categories, document types benefit from periodic review.
- Review extraction accuracy quarterly: Check flagged fields and manual corrections to spot patterns that suggest a document type needs adjustment.
- Update validation rules as policy changes: Revise amount thresholds or required fields whenever your expense policy updates.
- Retire unused document types: Remove or archive document types nobody uses anymore, since a cluttered list slows down manual selection for employees.
- Document configuration decisions: Keep a simple internal record of why a document type was created, so future administrators understand the reasoning behind custom types.
Maintaining this hygiene keeps the document type library useful rather than letting it accumulate outdated or overlapping categories.
What Common Mistakes Should You Avoid When Configuring Document Types?
A handful of configuration mistakes come up repeatedly, and each one is straightforward to avoid once you know what to look for.
- Creating too many overlapping types: Overlapping document types confuse both the extraction engine and your employees, since it becomes unclear which type applies to a given document.
- Marking too many fields as required: Excessive required fields block legitimate submissions that are simply missing a minor detail, frustrating users unnecessarily.
- Skipping the testing phase: Rolling out an untested document type organization-wide often surfaces extraction problems only after employees have already submitted dozens of documents.
- Forgetting to update routing: A new document type without a mapped approval workflow either fails to route or defaults to a generic queue that isn’t equipped to review it.
Avoiding these pitfalls keeps your Whitevision B.V. Declaraties configuration clean and predictable as your document volume grows.
How Can Solution for Guru Help You Configure Document Types?
Solution for Guru is a CRM and software implementation consultancy that helps organizations plan, configure, and roll out platforms such as Whitevision B.V. Declaraties. Document type configuration is one of the areas where an experienced implementation partner adds the most value, since mapping fields, validation rules, and approval routing correctly the first time avoids a lengthy cycle of trial and error. Solution for Guru works alongside internal finance and IT teams to design a document type library that matches an organization’s actual document mix, rather than relying solely on the platform’s defaults, which shortens the path to accurate, low-maintenance extraction.
Conclusion
Configuring document types in Whitevision B.V. Declaraties gives the platform the context it needs to extract data accurately and route submissions to the right approver. The process moves through a clear sequence: understand the default types, decide where custom types add value, define fields and validation rules, map each type to an approval workflow, and test thoroughly before a full rollout. Maintaining this configuration over time, rather than treating it as a one-off setup task, keeps Whitevision B.V. Declaraties accurate as your organization’s document volume and vendor list continue to grow.
Frequently Asked Questions
Yes. Administrators can adjust fields, validation rules, and routing at any time, though changes only apply to documents submitted after the update; previously processed documents keep their original configuration.
Whitevision B.V. Declaraties doesn’t impose a strict limit on custom document types, but keeping the list focused on genuinely distinct document formats produces better results than creating a type for every minor variation.
Overlapping fields usually aren’t a problem on their own, but overlapping document types that look nearly identical can confuse categorization. Reviewing your document type list periodically helps catch this kind of redundancy before it causes miscategorized submissions.
