Folders, Archive & Trash

As the number of documents grows, structure becomes important. Billance offers three tools for this: folders for sorting, the archive for completed cases and the trash as a safety net.

Folders

Folders group documents freely according to your own rules, for example by customer, project or year. Folders can be nested; a breadcrumb navigation always shows you where you currently are.

• New folders are created directly in the document overview
• Documents can be moved to another folder individually or as a multiple selection
• If a folder is deleted, its content moves to the trash along with it

Folders do not change the document itself. Number, status and content stay the same regardless of where a document is stored.

Archive

The archive holds cases that are finished but should be preserved. Archived documents disappear from the normal overview and remain accessible through the dedicated Archive area. They still count towards your data but are no longer in your way.

Archiving can be undone: Restore brings a document back into the normal overview. Expenses and receipts have their own archive that works the same way.

Trash

Deleted documents, receipts and folders first end up in the trash and are shown there with their deletion date. From there you can restore them individually or all at once. Only Delete permanently or Empty trash removes data irreversibly.

When a receipt cannot be deleted

Locked receipts and receipts within the retention period deliberately cannot be deleted permanently. In that case Billance names the earliest permitted deletion date. The background is described in the article about audit locking and file integrity.

What structure does not replace

Folders, archive and trash are organization, not a backup. Create a backup regularly in addition, so your data survives a device failure as well.