xBoox

Use Contacts, Tags, and attachments

Add reusable context and supporting files to Expenses and Income.

Contacts

Use a Contact to identify a vendor, payer, professional, organization, or other related party. Current transaction entry supports selecting an existing Contact or quickly creating one.

xBoox does not yet provide a complete dedicated Contact-management workflow. Editing, merging, deactivating, and deleting Contacts remain product decisions.

Tags

Use Tags for flexible grouping that does not change the accounting Category. A transaction may have multiple Tags.

Current transaction entry supports selecting multiple existing Tags. Select Add new tag at the bottom of the list to create a Tag without leaving the transaction. The same compact dialog can rename or delete Workspace Tags. A renamed Tag keeps its transaction assignments. Deleting a Tag removes it from related transactions but does not delete those transactions.

On a phone, the Tags control summarizes the number selected inside the selector, such as One tag selected or 2 tags selected. It does not add separate Tag chips below the field.

Tag names are limited to 60 characters. Use a short Listing, client, project, or campaign label rather than a full note.

Use the Tags filter to review related transactions. In Expenses and Income, it appears beside Category. In Banking > Bank Transactions, it appears in the Posted tab in place of the Status filter. Select one Tag to view that group, or select more than one to show transactions that contain any selected Tag. Clear every checkbox to return the filter to No tags selected.

Do not use Tags as a substitute for the correct accounting Category or Rental Property assignment.

Attachments

Supported transaction attachments are:

  • PDF;
  • JPEG;
  • PNG;
  • WEBP.

Files are stored privately and opened through an authenticated xBoox request. Add or remove them only where the transaction workflow permits attachment changes.

In a manual Expense or Income entry drawer, choose Attach File in the Attachments heading. Added files appear in the dashed area below it. In the desktop Bank Transactions expanded review or Expense detail drawer, choose Attach File or drop supported files into the dashed Attachments area. Files appear in a list below the attachment count. Select the external-link icon beside a file to open it in a new browser tab, or the trash icon to remove it when editing is allowed.

Each transaction can have up to three attachments. PDF attachments can be up to 5 MB. A selected receipt image can be up to 20 MB before local processing; xBoox compresses it in the browser before upload, targets 1 MB, and does not upload an image larger than 2 MB after compression. The original image selected from the device is not stored by xBoox when browser compression succeeds.

On a phone, select the attachment count to open the attachment list. Selecting a file shows its image or PDF preview in the same panel; use Back to return to the list. The preview does not open a second dialog over the list.

Receipt Capture boundary

The attachment control in Expense detail stores a PDF, JPEG, PNG, or WEBP without OCR. If you choose another file type, xBoox explains which formats are supported. To photograph or choose a JPEG/PNG receipt or paid invoice for OCR-assisted review and Category suggestion, select the circular Receipt Capture button between Expense and Income in the phone bottom navigation. On desktop, open Expenses and select Receipt Capture in the upper-right corner. Receipt Capture does not support unpaid bills or Accounts Payable.

Permissions and protection

  • View-only users may review attachments they are authorized to read.
  • Transaction-edit permission is required for supported attachment changes.
  • Bank-originated and reconciled records may restrict accounting edits while still allowing supported metadata changes.

Uploading while editing

Expense and Income drawers use the same attachment list for new and existing records. Select Attach File or drop supported files into the dashed area. Multiple selections upload in sequence and share the three-file limit. Saving waits for the current upload queue. Switching to a different record or Workspace does not add an earlier upload to the newly opened form.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.