AutoEntry Documents Not Appearing: Trace the Upload
Find out whether the message was sent, queued, processed, rejected, blocked by credits, marked duplicate, or placed in another company folder.
Read this if…
Use this guide after a document was sent or uploaded but cannot be found in the expected AutoEntry Inbox.
Related: Open the AutoEntry setup guide
TL;DR
Start in Activity, not Inbox. Check both Uploaded Items and Processed Items for the exact file.
Ready does not guarantee Inbox placement. The document may be Rejected, Archived, duplicated, or waiting for credits.
If Activity has no record, verify the company mailbox, folder-specific address, attachment, sender path, and sent message.
In This Guide
1. Prove the source message was sent
Open the original invoice or receipt and the sent copy. Confirm the destination matches the current company and folder address in Mailbox Settings. A stale or wrong folder address can put the document elsewhere or lead to rejection.
Confirm the financial document is attached rather than available only through a link. Check that the message stayed under 30 MB and that the file is not password protected.
2. Read Uploaded Items and Processed Items
AutoEntry records new files under Activity before they reach Inbox. Search Uploaded Items for Queued for processing, Sent for processing, File already uploaded, or Ready. Then open Processed Items to see the final location or failure.
Processing time varies by document type. Do not resend while a file is still queued or processing. Repeated sends can create duplicate evidence without resolving the original item.
| Observed status | Meaning | Next action |
|---|---|---|
| Queued or Sent for processing | Extraction has not finished | Wait, refresh Activity, and check current processing guidance |
| File already uploaded | Duplicate detection stopped extraction | Find the prior file or confirm Process anyway when appropriate |
| Ready | Extraction finished | Check Processed Items for Inbox, Rejected, or Archived placement |
| Credits could not be deducted | The company billing balance blocked release | Add credits to the correct company billing account |
| Rejected | The file, layout, language, or folder did not meet extraction rules | Read the exact reason before converting or resubmitting |
3. Check the company and folder
Use the main Activity view to search across folders. A purchase invoice sent to Sales, a statement sent to Purchases, or an expense uploaded under another company can be present but absent from the expected Inbox.
Expense documents are visible to the user who uploaded them until approval sends them to Purchases. File Management also has no standard Inbox, so a stored file may still need a type and an explicit Submit action.
4. Resolve format, layout, and credit failures
Compare the rejected file with current upload guidance. PNG, archives, CSV, EML, and protected PDFs are not accepted for extraction. Word and Excel can take longer, and PDF is the preferred fallback when the source can be converted safely.
The file also needs a transaction date and total amount in a recognizable document layout. If credits are the cause, add them to the billing account for the affected company, not only to a separate owner account.
5. Run one controlled resend only when needed
After correcting the specific failure, send one clean PDF or JPEG directly to the verified mailbox. Record the source time, filename, company, folder, and Activity result.
Recent user reviews report rejected receipts, failed uploads, and long processing waits, while AutoEntry now provides dedicated Activity-based troubleshooting for these states. A controlled test distinguishes a current service or extraction issue from a forwarding-rule problem.
Do not erase the original evidence
Keep the original email, AutoEntry status, and rejection reason until the replacement item is visible and reviewed.
6. Sources checked
These sources were used to verify product behavior, current terminology, and the boundaries between native workflows and Expensent.
8. Frequently asked questions
Why is my AutoEntry document not in Inbox?
It may still be processing, have been rejected or archived, be blocked by credits, be marked as a duplicate, or have landed in another company or folder. Check Activity and both Uploaded Items and Processed Items first.
What does Ready mean in AutoEntry?
Ready means extraction finished. It does not by itself say the file is in Inbox. Open Processed Items to see whether it moved to Inbox, Rejected, or Archived.
Why does AutoEntry say File already uploaded?
AutoEntry detected the same file in the company. Find the prior upload before choosing Process anyway. If you force processing, the item can still appear as a rejected duplicate and may need Move to Inbox.
Can insufficient credits hide a document?
Yes. The file can finish extraction but remain unreleased when credits cannot be deducted. Add credits to the billing account for the affected company.
Should I resend a document that is still processing?
No. Wait for the current Activity state to resolve or follow AutoEntry support guidance. Resending before diagnosis can create duplicates and make the original path harder to trace.
Trace the handoff before resending
Expensent keeps the source email and destination visible, while AutoEntry Activity shows what happened after delivery.
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