Frequently asked questions

Getting started

How do I send a document? Send the PDF or photo by email, or in your Telegram chat with the beres bot. → Send a document

Can I upload documents on the website instead of Telegram? There is no website upload. Send documents by email or through Telegram instead.

How long does setup take? About 30 minutes: create your organization, choose an export target, import master data, and choose email or link Telegram. → Create your account

I can't sign in after signing up. You must verify your email first if you signed up with a password. Check spam, or use the resend option on the sign-in page. Google sign-in skips this.

Do I need one organization per company? Yes — one per set of books. Master data, documents, and billing are all scoped to the organization.

How do I manage several companies with one login? A master admin uses the company switcher to change the active company and Organisation in the sidebar to create, rename, and manage companies. Switching never mixes their data. → Create your account

Sending documents

What file types and sizes work? PDF, PNG, JPEG, and WebP. Email attachments can be up to 20 MB each; Telegram documents can be up to 10 MB.

Where do I find the document email? An admin can copy it under Settings → Channels. Treat it as private: anyone who knows it can add documents to your organization. → Send documents by email

Can one email contain several documents? Yes. beres accepts up to 20 supported attachments in one email, and each accepted attachment becomes a separate document.

Can I send a Word or Excel file? No. Convert to PDF first.

How do I send a multi-page invoice? Send one PDF or send each page as a separate photo. beres automatically detects which uploads belong to the same multi-page document and combines them. Use manual merge only if it misses them. → Correct an automatic page merge

The bot said "📥 Received" and then nothing happened. That's the normal, successful path — beres acknowledges receipt once and reports results in the Inbox, not the chat. It messages you again only if the document couldn't be read. → Nothing came back

I tapped the connect link and nothing happened. Telegram only sends the connect code the first time you ever start a bot. Paste the /start … command from the connect page and send it as a message instead. → Telegram problems

Can I post documents in a Telegram group? No. It must be a direct one-to-one chat with the bot. Channel posts are ignored silently.

Does every person need their own link? Yes. Connect links are single-use.

Reviewing

Can I undo a page merge? Yes. If beres auto-merged unrelated pages, open the merged document in the review workspace and click Unmerge pages. Every page returns as a separate document with its previous extraction, and beres remembers not to auto-merge that pair again.

What's the difference between Needs review and Blocked? Both need a person. Blocked cannot be exported until fixed; Needs review can be, but should be checked. → Document statuses

What does Processed mean? The document reached your accounting system. It's separate from status — a document can be Extracted but not yet Processed.

A supplier isn't matching. Pick it from the supplier picker. Your choice is saved and matches automatically next time. If the supplier isn't in the list at all, add it in your accounting system and re-import master data.

The lines don't add up to the total. Usually one quantity or rate was mis-read. Fix the line against the original image — don't edit the total to match. → A document is Blocked

Do I have to review every document? No. With direct API delivery enabled, ready documents can be pushed automatically. Documents that need information or correction still wait for attention. Review closely in the first weeks to teach the matcher and improve later results.

A document shows Failed — can I retry it? On a paid plan, yes: a Retry button appears next to it, twice per document. After that, send a clearer photo or the original PDF instead. On the Free plan there's no Retry — send the document again. → Nothing came back

Why only two retries? Reading a document costs real processing each time. If two attempts both fail, the document itself is almost certainly unreadable, and a third would fail identically — a better copy is the only thing that helps.

A document is unusable — blank, or too blurry. Use Report invalid. Support confirms it and credits it back against your allowance. → Report an invalid document

Can I review on my phone? It works, but the workspace puts the original document and the extracted fields side by side, so a laptop is far more practical.

Exporting

File or API push — which do I get? Both itemised stock entries and summarised account entries for SQL Account support import files and API push. AutoCount Cloud is push-only. API push is included on every current public plan.

The export button is greyed out. Every document in the batch must show Ready. Find the one that doesn't.

The export didn't download anything. An on-screen message will name the reason — usually that every document in the batch is blocked. → The export won't run

How many documents per export? Up to 100. Split larger batches.

I pushed but nothing arrived in my accounting system. Look for a ⚠ icon next to the document — the tooltip names the reason. Fix it, then push again. → The push didn't reach my accounting system

How do I retry a failed push? Just push the document again the normal way. There's no separate retry — and documents already delivered are skipped, so re-pushing a batch can't create duplicates.

Will pushing twice create duplicates? No. A document already pushed is never posted again.

Does beres import the file into SQL Account for me? No. It produces the file; you import it as you normally would. API push is the hands-off option.

Master data

What master data do I need? Suppliers always. Import stock items into beres for SQL Account (eStream), and chart of accounts for ARAP and AutoCount. eStream still posts to GL accounts, but SQL Account derives them from its stock setup rather than needing the chart imported into beres.

How do I import it? Export the list from your accounting system as CSV and upload it. With API credentials you can sync it live instead. → Import your master data

My lists went empty after I changed export target. Master data is stored per target. Switching hides the other target's lists; nothing is deleted. Import for the new target, or switch back.

Will re-importing undo the corrections my accountant made? No. Re-importing refreshes names but never overwrites a code confirmed during review.

"Couldn't find code/name columns." The CSV headers weren't recognised. The message lists the headers it saw — rename your code column to Code and your name column to Name.

Billing

How is usage counted? Documents received during your billing period. Failed and support-confirmed-invalid documents don't count.

Is that the calendar month? Not on a paid subscription — it runs from your billing date. The billing panel shows the exact period.

What happens when I hit the limit? Plans with an overflow price keep processing and bill per extra document. Plans without one, including Free, stop accepting new documents.

My limit hit way earlier than expected. A lapsed subscription reverts to the free allowance — look for the warning banner at the top of the page, then check Settings → Billing & plan. → Billing and limit problems

What happens if I cancel? You keep your plan until the end of the period you already paid for, then read as Free. Nothing is deleted.

Are upgrades immediate? Upgrades yes. Downgrades take effect at the end of your paid period. No refunds or proration.

Team and permissions

What can a master admin do? A master admin has admin access to every current and future company in their organisation group. They can create and rename companies, switch between them, and invite or promote other master admins. → Invite your team

What can a reviewer do? Everything in the daily loop — receive, review, export, and manage master data — but not change organization settings, channels, export target, or billing. → Permission problems

"You don't have permission to do this." You're a reviewer and the action is admin-only.

"An organization needs at least one active admin." You tried to remove or demote the last admin. Promote someone else first.

Can two people review at the same time? Yes. Work on different documents to avoid overwriting each other.

Can everyone see all documents? Yes — documents belong to the organization, not the sender.

Data and privacy

Where are documents stored? Original files are archived so you can compare them against the extraction during review, and are subject to a retention policy.

Can I delete a document? Not directly. Use Report invalid for documents that shouldn't have been sent.

Does beres change anything in my accounting system besides creating entries? No. It creates the entries you push and reads master data if you enabled sync. It never edits or deletes existing records.