How to create an entry in ReChive

Step by step instructions for adding a sent or received document to ReChive, and what each field of the entry form means.

To create an entry in ReChive, open the ReChive module of your workspace, click "Add an entry", choose the type and direction of the document, select the sender or receiver, enter the reference number and the date of issue, attach the files, and click "Save". The entry then appears in the "All entries" list, and in the "Pending" list if something still has to be done about it.

An entry records one communication between your workspace and someone else. A received invoice, its proof of payment, and its receipt all belong to the same entry. You can also create an entry without any files.

Ways to start a new entry

From scratch: click "Add an entry" on the "Home", "Pending", or "All entries" tab to open an empty form.
By scanning a paper document: on iOS, iPadOS, and Android, click "Scan a file" on the "Home" tab. Once the scan is done, the entry form opens with the scanned PDF attached.
By sharing a file from another app: on iOS, iPadOS, and Android, share one or more files to ReChive, choose the workspace, and the entry form opens with the files attached.
By duplicating an existing entry: open the menu of an entry in the "Pending" or "All entries" list and choose "Duplicate". The form opens with all the details of the original entry, and " (copy)" is added to the reference number. The files of the original entry are not copied.

See Scanning and importing files into ReChive for more on scanning and sharing.

The entry form

The entry form has three tabs: "Basic info", "Reminders", and "Advanced". On a phone, the files appear at the top of the form; on larger screens, they appear in a column next to the fields.

Type

Choose the type of the document: "Invoice", "Receipt", "Pay slip" (personal workspaces only), "Contract", "Acknowledgment", or "Correspondence". The type cannot be changed after the entry is saved, and some fields of the form depend on it. See ReChive entries for the difference between the types.

Direction

Choose "Received" if your workspace received the document and "Sent" if your workspace sent it. Pay slips are always received, so the direction is not asked for them.

Sender or receiver

Depending on the direction, select the "Sender" or the "Receiver" of the document. The selection window has three tabs:

"Connections": the people and companies your workspace regularly works with. Click "Add a connection" to create one without leaving the form. You can filter entries by connection. See Connections.
"Members": a member of your workspace, useful for documents exchanged with your employees.
"One-time sender" or "One-time receiver": type a name for a party you don't expect to deal with again. You cannot filter entries by one-time parties.

Reference number

Enter the reference number printed on the document, such as the invoice number. For contracts, acknowledgments, and correspondence, the field is called "Reference number / Name" and you can use a short name if the document has no number. For pay slips, the field is called "Name".

ReChive checks the reference number for duplicates. Sent entries need a reference that is unique within the workspace, and received entries need a reference that is unique for their sender. See ReChive entries for the exact rules.

Description

An optional short description of up to 200 characters, which you can search by.

Date of issue and due date

The "Date of issue" is the date the document was issued and is required. The "Due date" is the date by which something has to be done, such as paying an invoice or renewing a contract. It is optional, cannot be earlier than the date of issue, and is not available for pay slips. On the due date, the members who receive workspace notifications get an email about the entry.

Initial status

Choose "Pending" if something still has to be done about the entry, such as a payment, or "Done" if nothing is left to do. The initial status is only asked when you create an entry. Pay slips are always saved as done.

Amount

For invoices, receipts, and pay slips, the form also asks for the amount, the currency, and optionally a breakdown of items and taxes. See Transaction entries.

Files

Attach files by choosing them from your device, by scanning on iOS and Android, or by dragging and dropping them on the web and on macOS.

The Reminders tab

On the "Reminders" tab, you can add reminders for the entry while creating it. Each reminder has a date and an optional title. See Reminders in ReChive.

The Advanced tab

"Sensitivity level": a level from 1 to 3 that limits which members can see the entry. You cannot choose a level higher than your own access level. See Access and sensitivity levels.
"Display among pending entries?": turned on by default. Turn it off if the entry should not appear in the "Pending" list even while its status is not done.

Click "Save" to create the entry. Every later change to the entry is recorded automatically in its "Logs" tab.

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Last Updated: November 8, 2026