How do I…?

Start with a PDF or image. Tap plus in PaperClerk, choose your document in Files, and tap Open. Update anything that needs correcting: here, choose Medical Receipt, then set Purpose to Claim. Not Submitted is your reminder to follow up. Your reviewed receipt is filed in the clinic folder. If you need more time on another document, Later keeps it in Needs Review; next, explore flexible ways to capture paperwork.

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Choose the capture method that fits: scan a document, add a personal or business expense without a receipt, or save a screenshot. A Home Screen shortcut can put these choices in easy reach. In Shortcuts, create a Choose from Menu shortcut. Add PaperClerk's scan action and separate Personal and Business manual-expense actions to their matching branches. Open the shortcut's Details, choose Add to Home Screen, and tap Add. Tap the new icon whenever you want the quick-entry menu. For paper documents, choose Scan document. Finish scanning to create a PDF, then review the extracted details and file it in PaperClerk.

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Choose a default library currency, which PaperClerk uses as the target for foreign-currency amounts. Currency conversion is Pro, and its exchange-rate options appear when Pro conversion is available. PaperClerk requests a quote for the document date; when a rate is available, the converted amount appears beside the original with the rate date and source. You can enter a rate verified for the document date, which PaperClerk labels Manual; if historical rates are unavailable, conversion stays pending instead of using today’s rate. The original amount and currency remain available. Manual expense is a separate Free entry for a purchase with no receipt. Choose Personal or Business, enter the amount that is your share, and save when ready.

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On a supported iPhone, open Action Button in Settings, choose Shortcut, and select PaperClerk’s shortcut. PaperClerk cannot assign the hardware button for you.

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The Templates tab keeps two patterns together: a filename template determines a saved file’s name, and a folder rule determines where PaperClerk stores it. When the preview looks right, give the pattern a clear name and tap Save. The new template now appears in the list, ready to reuse when you file another document. Identity chips choose a saved name or keep the scanned value; Type, Purpose, and Category describe the document. Date, Year, and Month use its date, Amount, Currency, and Reference use extracted details, and the chevron starts a new folder level.

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Folder patterns build a path from fields, and Subfolder marks each level; the empty Project (as scanned) value is omitted from this preview. A Pro Master Folder can add a top-level prefix. Check the path preview, then save the rule with a clear name; the chevron separates each folder level. Here the empty Project as scanned value drops out, leaving Vendor followed by Type.

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Pro Master Folders add a top-level folder before the rule. In Edit & File, a Master Folder choice can override the rule’s saved value for one document.

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Need Action is a follow-up queue for filed documents, separate from the searchable Database archive. Open its filter sheet to narrow the list to Personal claims, Personal bills to pay, or Business actions; then search a printed reference to isolate one record, such as the fictional `NC-CLM-0621` claim, whose PaperClerk status is Not Submitted.

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Choose Personal bills to pay to review a Pending utility bill; tapping Mark Paid clears the reminder from PaperClerk, but does not send money or contact the biller. Claim tracking is separate from bill payment: choose Not Submitted, Claimed, or Reimbursed to track your progress with the provider. Business documents use My action for a follow-up you want to track, apart from Personal payment and claim states. Set the fictional invoice to Need Action to place it in the Business queue, then tap Mark Done to clear that reminder; select Not tracking when you have no next step to track, because PaperClerk records your choice inside the app, not external approval, payment, or completion.

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Share for Claim starts with one document: Receipt only shares the PDF, while Receipt plus text info also includes extracted fields, the claim remark, and OCR text.

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Choose a date window, then filter by Personal or Business and open action; Copy CSV places selected record rows on the clipboard without attaching receipt files. Wider date windows require Pro. CSV contains spreadsheet-ready rows; SQLite is filtered analysis, not a restore backup, and the separate Pro Include document files option adds copies of originals to a ZIP. Group related documents is optional and uses confirmed links.

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Each device keeps its own PaperClerk database and filed-document copies; with Pro on the same iCloud account, records and filed-document assets sync through CloudKit.

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Business Document Chain organizes related records by stage—Quotation, Purchase Order, Delivery, Invoice or Bill, and Payment—so you can follow paperwork without treating it as one file. Printed references can help you find a possible match. Review the references and confirm each relationship with Link. The Cedar Peak invoice and Northstar payment share reference CP-INV-9182, so PaperClerk offers the payment as a suggestion; review the document reference before you tap Link to save that relationship. After confirmation, open the Payment Voucher from the chain row to view that file. When no suggestion appears, Edit Business Document Chain lets you search another stage and link a filed document.

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Remove link clears the association between these two records, but leaves both files in the archive; the action changes back to Link after removal. A missing stage simply has no linked document. A file relationship does not allocate a payment amount or prove settlement.

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Choose a default library currency, which PaperClerk uses as the target for foreign-currency amounts. Currency conversion is Pro, and its exchange-rate options appear when Pro conversion is available. PaperClerk requests a quote for the document date; when a rate is available, the converted amount appears beside the original with the rate date and source. You can enter a rate verified for the document date, which PaperClerk labels Manual; if historical rates are unavailable, conversion stays pending instead of using today’s rate. The original amount and currency remain available.

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Tag from scan shows NORTHSTAR POWER and account DEMO-0000. Give the biller the friendly name Northstar Home and leave Remember for matching on. Filing saves that name and a rule for future matching documents.

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Match the scanned Project Studio East and Vendor Cedar Peak Office Supply; both must appear for this Primary rule to match, and partial matches stay in review. Tag the printed TOTAL and Reference as value sources, then enable Auto-process; these sources fill those values without changing matching, while priority 50 breaks ties between equally specific rules. Secondary rules run when a Primary rule has not chosen the filename or folder: set Type, Purpose, and Category conditions, where fields use AND, selected values within one field use OR, and Any skips that check. Enabled rules run from the top; the first match supplies each part it sets, Defaults fill the rest, and dragging changes the order. Filing As shows Standard · Default for the filename and By Vendor & Year · Default for the folder; each decision has its own source. Review both choices before filing.

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The app language changes PaperClerk’s labels and menus, while Document text language is a separate OCR setting that can guide recognition on difficult scans. It does not translate the source; selectable PDF text is read directly.

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Hide amounts until unlocked masks values on this device; the eye control uses Face ID, Touch ID, or device passcode for that session, but this does not encrypt files or the database. Need Action is your reminder, not confirmation from a bank or insurer.

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Before reorganizing, check the file count, old and proposed destinations, and warnings: Future files only leaves existing files in place, while Update existing too applies the selected changes. Save as New preserves the current template, rule, or Master Folder and its existing uses; Undo applies only to completed files that still match that job.

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