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.
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.
Expense 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 Expense Capture in the upper-right corner. Expense 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.