How Do You Upload a Document to Whitevision?
Quick Summary
Whitevision B.V. Declaraties is a Dutch document-processing platform that lets organizations bring invoices, receipts, and other business documents into a single system through several different channels, including drag-and-drop, email, and a smartphone app. Consequently, uploading a document to Whitevision is rarely a one-size-fits-all action, since the best method depends on the document type, where it originated, and whether it needs to be processed immediately or reviewed later. This article reveals the practical ways to upload a document to Whitevision, walking through drag-and-drop uploads, email submissions, mobile scanning, and automated channels such as Peppol and API uploads, so that both new and experienced users can choose the fastest route for their situation.
What Upload Methods Does Whitevision Support?
Which Channels Can You Use to Get a Document Into the System?
Whitevision is designed to collect documents regardless of their original format or source, which means the upload method you choose often depends on convenience rather than technical limitation. Generally speaking, the available options include:
| Upload Method | Best Suited For |
|---|---|
| Drag & drop (File Handler) | Documents already saved on your computer or in email |
| Email forwarding | Invoices and receipts received directly from suppliers |
| Smartphone app | Receipts and documents captured while on the go |
| Peppol network | Structured e-invoices from connected suppliers |
| API or server upload | Automated transfers from other business systems |
Because these channels feed into the same recognition and workflow engine, the document ultimately follows the same processing steps, regardless of how it was uploaded.
How Do You Decide Which Method to Use?
In practice, most users settle into a routine fairly quickly. For example, office-based staff often prefer dragging documents directly from an email client or shared folder. Employees who travel or work in the field usually rely on the mobile app to photograph receipts as soon as they receive them. Administrators, meanwhile, can configure automated channels such as Peppol or API uploads. These channels work well for high-volume or recurring document flows. They also eliminate the need for manual handling.
How Do You Upload a Document Using Drag and Drop?
What Is the File Handler and How Does It Work?
The File Handler is Whitevision’s drag-and-drop feature, and it allows you to place digital documents, such as purchase invoices or delivery notes, directly from your email or a file folder into the system. Since this method does not require any special formatting beforehand, it is often the quickest way to upload a document that is already sitting on your desktop or in an open email message.
What Are the Steps to Upload via Drag and Drop?
- Open the Whitevision portal in your browser and log in with your credentials.
- Locate the document you want to upload, whether it is an email attachment or a file saved locally.
- Drag the file directly into the designated upload area within the portal.
- Wait for the system to confirm that the document has been received.
- Review the document once it appears in your processing queue, since it can be edited and reviewed before being sent to administration.
Afterward, the document enters the same recognition pipeline as any other upload, meaning OCR and AI will extract the relevant data automatically.
How Do You Upload a Document by Email?
Why Is Email Still a Common Upload Method?
Since many suppliers send invoices directly by email, Whitevision allows documents to be received through a dedicated processing mailbox rather than requiring every invoice to be manually downloaded and re-uploaded. This is particularly useful for organizations that receive a high volume of digital invoices, because it removes an extra manual step from the process entirely.
How Does the Email Handler Process Incoming Messages?
Once an email arrives in the connected mailbox, the Email Handler automates the sorting, processing, and archiving of the message and its attachments. In more detail, this typically includes:
- Splitting multi-invoice emails into separate documents
- Combining related attachments when necessary
- Preparing files for integration into the OCR, workflow, or ERP system
- Archiving the original message for future reference
As a result, employees no longer need to manually sort incoming invoice emails before processing can begin, which is especially valuable for finance teams handling dozens or hundreds of emails per day.
What Should You Check Before Relying on Email Uploads?
Before fully relying on this channel, it is worth confirming that suppliers are sending documents to the correct address and that the mailbox rules have been configured to match your organization’s needs. Whitevision typically works with customers directly to review the desired process and determine the best way to configure the Email Handler for their specific situation.
How Do You Upload a Document Using the Smartphone App?
What Can You Do with the Whitevision App?
The Whitevision smartphone app is particularly useful for documents that originate outside the office, such as fuel receipts, client meeting expenses, or delivery notes collected on-site. With the app, users can scan receipts, invoices, and other documents with just a few taps, after which the document is digitized and organized automatically.
What Are the Steps to Upload a Document via the App?
- Open the Whitevision app on your smartphone and log in.
- Select the option to scan or capture a new document.
- Take a clear photo of the receipt or invoice, ensuring the text is legible.
- Add any additional details required, such as a project code or expense category.
- Submit the document, which is then sent directly as a complete entry for processing.
Because the app also allows documents to be attached to an existing invoice or forwarded straight to the invoice mailbox, it functions as a flexible tool for both expense claims and general document capture, not just one specific use case.
What Makes Mobile Uploads Different from Desktop Uploads?
Desktop uploads are often better for reviewing overviews and managing multiple documents at once. Mobile uploads focus on speed and convenience. For this reason, many organizations encourage employees to use the app to capture physical receipts as soon as they receive them. This approach helps prevent receipts from getting lost or damaged while waiting to be scanned.
How Do You Upload Documents Through Automated Channels?
How Does Peppol Uploading Work?
For organizations that exchange structured e-invoices with suppliers, Whitevision connects to the Peppol network, which allows e-invoices and e-orders to be received and processed automatically without any manual upload step at all. Consequently, once this channel is configured, documents from connected suppliers arrive directly in the system, already structured in a way that reduces the need for OCR recognition.
How Do API and Server Uploads Work?
In addition to Peppol, documents can also be received through APIs, cloud folders, SharePoint, or direct server uploads. An administrator typically configures this method. Users do not need to set it up for each document. It is designed for recurring, high-volume transfers from other business systems. Once configured, the software checks the incoming information and enriches it with data from other systems. It then starts the appropriate workflow automatically. Most documents can therefore move through the process without human involvement. A person only needs to step in when an exception occurs.
What Happens After a Document Is Uploaded?
How Is the Document Recognized and Processed?
Regardless of the upload method used, every document passes through the same recognition stage once it enters Whitevision. OCR and AI extract header data, such as supplier name and total amount, along with line-item details, and the system generates a booking proposal accordingly. If a delivery receipt is available for a related invoice, the system can also display a list of unlinked receipts, allowing the correct one to be selected and automatically linked before both documents are stored together.
What Should You Do If a Document Fails to Upload or Process Correctly?
Occasionally, a document may fail to upload due to file corruption, an unsupported format, or a connectivity issue. In these cases, it is generally best to confirm the file opens correctly outside of Whitevision, retry the upload, and, if the issue persists, contact Whitevision support with the document and a description of the problem. Since support can also be reached through remote assistance tools or the contact form, most upload issues can be resolved fairly quickly.
Conclusions
You can upload a document to Whitevision B.V. Declaraties in several ways. These include drag-and-drop through the File Handler, email forwarding through a dedicated mailbox, and mobile scanning through the smartphone app. You can also use automated channels such as Peppol or API uploads.
All these methods use the same OCR-based recognition and workflow engine. As a result, the upload method does not affect processing quality. Instead, the best option depends mainly on convenience and document volume.
Organizations can choose the right upload method for each situation. For example, they can use email forwarding for supplier invoices or the mobile app for smartphone-captured receipts. This approach helps keep documents moving smoothly from arrival to final approval and booking.
Frequently Asked Questions
Yes. The drag-and-drop File Handler can typically upload several files at once. The Email Handler can also process emails that contain multiple invoices. It automatically separates them into individual documents. This means you do not need to upload each document separately.
Whitevision is built to collect documents from XML, PDF, email, and paper scans alike, since the platform is designed to process mixed document formats within the same pipeline. However, it is advisable to confirm specific file type and size limitations with Whitevision support if you plan to upload unusual or very large files.
If you are uncertain which channel best fits your situation, it generally helps to consider where the document originated. Paper receipts collected while traveling are usually best captured through the app, while digital invoices already sitting in an email or folder are typically faster to upload through drag-and-drop or the connected mailbox.
