Document → Beneficiary / Case → Project → Accountant

Why the archive should be organized before you send anything to the accountant

A multiple-beneficiary nonprofit can receive therapy invoices, transport receipts, sponsorship agreements, bank evidence, medical files and administrative documents in the same month. If everything is kept in one undifferentiated folder, the accountant may still see the file, but the nonprofit team quickly loses the answer to questions such as: who was this for, which case did it support, which project did it belong to, and has this file already been sent?

TidyOne keeps the original file in the private archive and stores operational metadata around it. Those labels do not rewrite the invoice or agreement. They help with retrieval, filtering and reporting. For a financial document, confirming the AI review can also create a linked transaction; for a non-financial file, choose No financial transaction and keep only the archive record and context.

Beneficiary, case, project and fund: when to use each field

A document currently stores one beneficiary_contact_id, one case_id, one project_id and one fund_id. If an invoice is shared by several people, do not force one beneficiary into the document simply to populate the field. Keep the document with the common transaction/project and use financial allocations to split the amount, as described in the shared-expense tutorial.

Step 1 — Upload the original under Documents

Open Documents. The upload area offers Choose file / PDF and Take a photo / scan. Images and PDFs enter the archive first and can then be analyzed by AI. For accounting evidence, keep the document readable: number, date, issuer, actual recipient of the service, total and any relevant attached pages.

If you upload several files in one batch, TidyOne keeps them as separate documents. Avoid uploading the same invoice once as a photo and again as a PDF merely because you received it through two channels. Duplicate originals make accountant selection harder and can lead to duplicate confirmations or transactions.

Step 2 — Review the AI proposal before saving

After analysis, TidyOne opens Review the TidyOne AI proposal. You can correct the detected document type, Documents category, financial impact, currency, issuer, recipient and document date. In a nonprofit workspace, the review also includes Beneficiary, Case, Project / need and Fund.

AI is a data-entry aid, not an accounting approval. Compare every field with the original. If a medical or administrative file does not create money in or out, choose Financial impact → No financial transaction. If an invoice should create an expense, verify its line items and amount before Confirm and save.

In multiple-beneficiary mode, the review dialog can quickly create a missing beneficiary, case or project. That quick form does not replace reviewing the complete record afterwards. Check Beneficiaries & Cases and Projects & Funds to make sure the relationships are the ones you intended.

Step 3 — Assign context without inventing a relationship

For a therapy invoice for Ana, case “Recovery 2026” and project “Children's therapy”, select that combination if the document supports it. For the nonprofit's own accounting-services invoice, beneficiary and case can remain blank, and project can also stay blank when the service is organization-wide. For a sponsorship agreement funding a shared project, the project may be enough without inventing an individual beneficiary.

When you select a project in the AI review, TidyOne uses existing project–beneficiary–case links to narrow context. If a project belongs to one beneficiary, the app may preselect that person; if several beneficiaries are linked, it does not safely know which one the document concerns. Human review is still required.

Step 4 — Check the file in the viewer and correct project/fund when necessary

Open a document card. The viewer shows category, issuer, document number, issue date, detected amount and AI state. For nonprofit workspaces, it also exposes a Project / case selector and a Fund selector. In the current version, this control updates the document's project and fund. If the file already has a linked transaction, saving the project/fund also updates that transaction.

Do not treat this control as a complete context editor. Beneficiary and case are handled through the review and case structure, while the viewer control is specifically for project/fund. If you confirmed a financial document against the wrong person, review the transaction and document before reporting instead of assuming a project change repairs every relationship.

Step 5 — Use filters to build the package you actually want to send

At the top of Documents, TidyOne provides a search box for file, company or document number, status filters for All statuses / Not sent / Sent, and AI filters. A multiple-beneficiary nonprofit also gets Beneficiary, Case and Project selectors.

A useful month-end sequence is to choose the relevant category first — for example Invoices — then a project or beneficiary if you are assembling a specific package, then Not sent. Review the result visually before selection. Select unsent selects the unsent documents in the currently loaded page of results. The archive is paginated in groups of 25 documents, so high-volume organizations should also check subsequent pages.

Step 6 — Select the documents and prepare the accountant handoff

Every card has a selection box. Once one or more files are selected, the action bar offers Share, Download, Mark sent and Clear. For nonprofit workspaces, the share dialog automatically prepares an email subject and message containing the number of files, detected date range and file list.

On a phone or tablet, Choose an app and attach the files tries to use the device's native share sheet and can pass the actual images/PDFs to Gmail, Outlook, WhatsApp or another available app. On a desktop computer, one website cannot reliably insert attachments into a separate webmail service. TidyOne therefore provides Download selected files plus a prepared subject and message; you attach the downloaded files manually in your email.

The Gmail, Yahoo and Email buttons can open a prefilled message, but on desktop the files are not automatically attached. For WhatsApp, when native file sharing is unavailable, TidyOne can fall back to temporary secure links. Always check what the email or messaging app is actually sending.

Step 7 — Mark Sent only after the real send action

After a share action, TidyOne may ask whether you have finished sending and want to mark the selected documents as sent. If you confirm, the files receive the internal sent status together with the time and user who marked them. You can also do this manually with Mark sent.

This status only records that the nonprofit team considers its sending step complete. It is not delivery confirmation, proof of reading, accountant acceptance or proof of import into accounting software. If an email bounces or an attachment was forgotten, correct the real process and retain the actual communication evidence when required.

Worked example: a monthly package for a project with two beneficiaries

The nonprofit runs the project “Children's recovery” for Ana and Radu. September contains a RON 1,200 therapy invoice only for Ana, a shared RON 900 transport invoice split through allocations between Ana and Radu, one sponsorship agreement for the project and an organization-wide accounting-services invoice.

The therapy invoice is uploaded, AI-reviewed and linked to Ana, case “Recovery 2026” and the project. The shared transport invoice remains one document linked to one common transaction; it is not duplicated into two individual folders. The sponsorship agreement is linked to the project without inventing an individual beneficiary when the sponsor funded the program as a whole. The accountant's own invoice remains organization-wide.

At month-end, the operator opens Documents, filters Invoices and Not sent, reviews the result, selects the files, downloads them on desktop, copies the prepared subject and email body, attaches the files and sends the email. Only after the email is actually sent are the files marked Sent. The team can separately filter Beneficiary = Ana to inspect files specific to her case without confusing shared or organization-wide documents with individual evidence.

Personal data and sensitive documents

A beneficiary file can contain medical information, identifiers, addresses or information about children. Easy filtering does not mean every document should be sent to every collaborator. Before adding a file to an accountant package, check whether it is needed for the accounting purpose and whether the sensitive information inside it is relevant to that recipient.

TidyOne also displays a personal-data warning around nonprofit documents. If a file contains information that should not be transmitted, use a redacted copy when the organization's process allows it and keep the original separately. Do not destructively edit an accounting or medical original merely to hide data; keep version traceability.

Common mistakes

Month-end handoff checklist

Frequently asked questions

Can one document be linked directly to several beneficiaries?

Not through the document's Beneficiary field. The current structure stores one beneficiary and one case per document. For a shared expense, use one transaction plus multi-beneficiary allocations and keep the document linked to that common transaction.

Can I change the project after AI confirmation?

Yes. The document viewer includes Project / case and Fund controls; saving updates the document's project/fund and, where present, its linked transaction. This does not automatically rewrite the individual beneficiary or case fields.

Does Select unsent select every month in the archive?

Do not assume so. Selection acts on documents loaded in the current result page and active filters. The archive uses 25-document pages, so check subsequent pages for larger volumes.

Does Gmail automatically attach the files on desktop?

No, not reliably. TidyOne explicitly explains that webmail cannot automatically receive attachments from another website. Download the selected files and attach them manually; TidyOne can prepare the subject and message.

What does Sent mean?

It is an internal TidyOne status recording that the team marked a document as sent. It is not proof of delivery, reading or accountant acceptance.

Should beneficiary medical documents be sent to the accountant?

TidyOne cannot determine that universally. Send only what is necessary for the accounting purpose and applicable requirements. Review the nonprofit's privacy procedures and professional/legal obligations for sensitive data.

What to read next

This tutorial describes the TidyOne V13.5.24 interface and logic reviewed on 24 September 2026. Examples are fictional. It does not replace statutory accounting, privacy procedures or legal/tax advice.