Two tools, one goal
There are two ways to send structured feedback to a client, and they complement each other:
- The flag modal — the fast path when reviewing an invoice: six quick-pick reasons plus free text.
- Feedback templates — 17 system templates (plus your own custom ones) with fuller message bodies, usable on documents, invoices, and transactions, individually or in bulk.
Either way, the client sees the final message text; every comment is append-only and can never be edited or deleted afterwards.
The flag modal — 6 quick reasons
Pressing F on an invoice opens the flag modal with six quick-pick reasons:
- Amount incorrect
- Invoice number incorrect
- Vendor missing
- VAT issue
- Payment proof missing
- Document missing
Pick one or write free text — a reason is required, and Cmd/Ctrl+Enter submits. The invoice flips to Flagged, and when the client corrects it, it auto-resets back to your queue (auto-reset on client edit).
The 17 system templates
All templates are in English, grouped by what they target. Some also set a status on the target when applied (for example, flagging the invoice or marking a document as needing correction).
Documents (4):
- Receipt unreadable — asks for a re-upload in better quality.
- Wrong document type — the upload isn't a tax-relevant receipt.
- Missing pages — asks for the complete document.
- Duplicate — the document was already uploaded.
Invoices (9):
- Amount incorrect — the recorded amount doesn't match the invoice.
- Invoice number incorrect — the number wasn't recognized correctly.
- Date incorrect — the invoice or service date is wrong.
- VAT issue — the stated VAT is incorrect or missing.
- Vendor missing — no vendor / business partner assigned.
- Hospitality receipt incomplete — occasion, attendees, and date must be noted.
- Not deductible — the expense isn't tax-deductible (e.g. a private share).
- Already booked — probable duplicate booking.
- Payment proof missing — the newest template: no bank transaction is linked; asks the client to link the payment or upload the payment receipt.
Transactions (4):
- Wrong match — matched to the wrong invoice.
- Personal expense — should be ignored as private.
- Receipt missing — the supporting document for this transaction is missing.
- Should be ignored — not tax-relevant.
Custom templates
On top of the 17 system templates, each company can have unlimited custom templates, with full create, edit, and deactivate management. If you keep re-typing the same wording for a client's recurring quirk, turn it into a custom template once and reuse it.
Bulk feedback
The same issue across a pile of items doesn't need 30 identical typed comments: apply one template to up to 50 targets in a single bulk action. That's the intended alternative to "bulk flagging" — the message stays consistent, and each target still gets its own comment and audit entry.
Who gets notified, and how
When you flag, comment, or send feedback, every owner and admin of the client company is notified — the in-app bell, plus email and push according to each person's own notification preferences (the author is excluded). Comment counts also show as a badge on the client's invoice list, so the feedback is visible even to someone who ignores notifications.
One deliberate privacy detail: notification bodies never carry sensitive payload. A receipt request, for example, names neither the counterparty nor the amount — that detail waits inside the app.
Templates vs a receipt request
For a missing receipt on a bank transaction, prefer the dedicated request-a-receipt flow: one click sets the transaction to waiting, sends an editable default message, notifies the client, and resolves itself when the document arrives. Templates are for feedback; the receipt request is a tracked round-trip.
Related
- The review queue, explained — where flagging lives
- Auto-reset on client edit — what happens after the client corrects
- Request a receipt from your client — the tracked round-trip for missing documents
- Bulk-approve up to 50 invoices — the approval-side bulk action