Client record intake
Use the structured intake routes so the client provides both the file and useful context. Where the portal asks the client to identify the record as Sales, Purchase/Expense or Bank, that classification helps the practice route the item correctly but does not give the client accounting-posting rights.
After upload, the client should see confirmation while the practice sees the item awaiting the appropriate staff review.
OCR and extraction
OCR & Capture is intended to reduce manual keying. For supported records, Balansix can extract accounting-relevant information and present it in a structured review view.
Extraction is not the same as final accounting treatment. Check the supplier/customer, dates, amounts, tax information and any other key fields against the source evidence where the workflow requires review.
Review uncertain information
If extracted or inferred information is incomplete or uncertain, resolve it before allowing the record to flow further. Do not force a transaction through simply to clear a queue. The purpose of the review state is to preserve professional judgement where automation does not have enough evidence.
- Open the source document.
- Check the extracted fields.
- Correct clear extraction errors.
- Confirm the client/period context.
- Resolve missing information or request it from the client.
- Only then release the record to the next workflow.
Bank statements
Bank statements uploaded by clients form part of the intake workflow. Keep the bank account and statement period clear so the Accounting Workspace can apply the relevant import and reconciliation controls.
If the statement overlaps an earlier period or appears incomplete, the accounting workflow should deal with that explicitly rather than using capture as a way to bypass reconciliation checks.
Duplicates and evidence
Where duplicate handling identifies the same underlying record, review before accepting a second copy. Keep the evidence connected to the transaction/workflow so a later reviewer can see the source on which the accounting treatment was based.
Missing information
If a document cannot be completed because important information is missing, create or update an information request to the client. A visible request is preferable to an internal note that only one staff member knows exists.