How Paidwhere files your invoices

Where files come from

• The Inbox folder inside your Paidwhere folder: drop PDFs, photos, ZIPs, .eml or .mbox files in it, or drag them onto the Paidwhere window.
• Downloads, if you turn it on (paid plans): invoices are copied in and your own file stays where it is. Other downloads are ignored.
• Import mail or ZIP in the sidebar, for a Google Takeout export or a folder of saved emails.
• Mail forwarding: forward receipts from Gmail, Outlook or any mail app to your private address (on your account page and in Settings). Each one is encrypted for your computers when it arrives, and Paidwhere picks it up.

Where they end up

• 2026/2026-09 and so on: each invoice renamed to date_vendor_amount, for example 2026-09-01_Amazon-Web-Services_9.30USD.pdf.
• Needs review: invoices with a value to check.
• Duplicates: a second copy of an invoice already in the ledger.
• Not invoices: files that turned out not to be invoices or receipts.
• Imported: ZIPs and mail exports after their contents were taken out.
• Accountant packs and Removed: monthly packs, and invoices you took out of the ledger.

It keeps working in the background

Close the window and Paidwhere stays in the menu bar (Mac) or system tray (Windows), filing new files as they arrive. It can notify you when an invoice is filed.

Moving or backing up the folder

The folder holds plain PDFs and images plus an Excel ledger, so it opens without Paidwhere. You can keep it in iCloud Drive or Dropbox for a copy elsewhere; Paidwhere never sees it.