Documentation
Everything your team needs to go from a stack of documents to a reconciled ledger.
1. Getting started
- Request a demo — we set up your account, configure your workflow and help with your first batch of documents.
- Log in at
/app/loginwith the credentials created during onboarding. - Upload your first invoices and proofs of payment (see below) and watch the control tower populate.
2. Uploading documents
Three ways to get documents into ResolvHQ:
- Drag and drop files into the upload area.
- Bulk import a folder — hundreds of documents are queued and processed in the background.
- Forward to your inbox — every account gets a dedicated ResolvHQ inbox address.
Supported formats: PDF JPG PNG CSV. Scanned documents and photographed paperwork are read by the OCR pipeline with the same field extraction as native text. Most batches are extracted and matched within 60 seconds.
3. Understanding match states
Every invoice is classified into one of three states, each with a confidence score:
| State | Meaning | Action |
|---|---|---|
| Matched | Amount, date, vendor and reference align within your rules. | None — approved automatically. |
| Needs review | Close match with a highlighted discrepancy (e.g. date differs by 6 days). | Approve or reject in the Review Queue. |
| Unmatched | No corresponding record found. | Flagged for follow-up before payment is lost. |
4. Working the review queue
Anything below your confidence threshold lands in the Review Queue with the suggested match and the exact fields that differ. Approve or reject each exception in seconds — every decision is written to the audit trail with a timestamp.
5. Dashboard, reports and exports
The dashboard shows every invoice, match and exception at a glance, with match-rate, exception-volume and processing-time trends. Export matched batches as CSV for Sage, Xero and QuickBooks, or use a direct integration on Business and Enterprise plans.
6. Users and roles
- Starter — 1 user.
- Business — up to 5 users with Master and Standard roles for review workflows and team visibility.
- Enterprise — unlimited users with custom rules and governance.
7. Plans, billing and implementation
Compare plans and get a recommendation from the configurator on the Plans page. Every plan includes a once-off implementation and onboarding fee covering account configuration, workflow setup, data import assistance and training. You can upgrade or downgrade at any time; changes are pro-rated.
8. API and integrations
Business plans include API access; Enterprise plans add custom integrations, ERP/TMS integrations and webhooks for upload, match status and audit events.
9. Security and privacy
Data is encrypted in transit and at rest with role-based access control and a full audit trail. See the Security page and Privacy Policy (POPIA) for details.
10. Troubleshooting
| Symptom | Likely cause and fix |
|---|---|
| Low confidence scores | Scanned image quality is poor — re-upload a clearer scan or photograph. |
| Invoice stuck unmatched | No POP with a matching reference or amount yet — upload the missing proof of payment. |
| Upload fails | Unsupported format or oversized file — convert to PDF, JPG, PNG or CSV and retry. |
| Bulk batch still processing | Large uploads process in the background — you will be notified when done. |
11. Support
Starter plans include email support, Business plans include priority support, and Enterprise plans include dedicated account support with SLA-backed response times. For anything else, request a demo and we will help.