File your documents in the Drive
The Drive is your company’s file space. To Bill itself files there the PDFs of the invoices, quotes and reminders you send, and the receipts of your expenses. You add your own documents: contracts, insurance policies, certificates. To attach a receipt to an expense, see Receipts and automatic reading.
Open the Drive
Click your name, at the bottom left of the menu, then Drive. You can also type “Drive” in the search, at the top of the screen. See Find anything with search.
The Drive menu only appears for users who have the Drive · View permission. The other actions each have their own permission: Drive · Download for previewing and downloading, Drive · Upload for adding files and creating folders, Drive · Delete for deleting. To Bill only shows the buttons your role allows. See Users, roles and permissions.
Protected folders
To Bill fills the folders marked Protected (1) by itself:
| Folder | What it contains |
|---|---|
| Invoices | The PDF of each invoice sent, as your client received it, filed by year and month. |
| Quotes | The PDF of each quote sent. |
| Reminders | The PDF of each reminder sent. |
| Expenses | The receipt of each expense, as you dropped it, filed by year and month it was added. |
| Imported invoices | The invoices brought in from other software. |
A folder only appears once it contains a document. You can open, preview and download these files, but not add, replace or delete any: they are the vouchers of your books.
In Expenses, each receipt carries the date, the supplier and the amount including VAT of its expense, for example “2026-09-28 Imprimerie du Lac Sàrl CHF 486.45.pdf”. It keeps this name when you download it. For a specific receipt, the simplest is still to open the expense: it is shown on its page. See Record an expense.
Add your documents
- Open the folder where the document belongs, or stay at the Root.
- To create a folder, click New Folder, type its name, then click Create.
- To add files, click New (2) and choose one or more, 10 MB at most each. To Bill confirms: File uploaded successfully.
A file keeps the name under which you added it, accents and spaces included. If you add a file with the same name to the same folder, it replaces the first one.
No accounting receipts in your own folders
A receipt or an invoice filed in your own folders is not linked to any expense: it does not go into your books or your VAT return. Drop receipts in Expenses › Add: they then join the protected folder by themselves.
Find, open, delete
- Search: type part of the name in the search, or filter by Type, Modified on or Size.
- Sort: by Name, by date modified or by size, with Sort by.
- Display: as a list or a grid, with the two buttons at the top right.
- Open a folder: click it. The path above the list, for example Root › Expenses › 2026 › October, takes you back to any parent folder in one click; the arrow on its left goes up one level.
- Preview: click a file. A PDF opens in To Bill, fitted to the width, with the page count, the zoom and the download icon (Download the PDF); a picture opens as it is. For other files (a spreadsheet, an archive…), the preview says so and offers Download. No file goes through an outside service to be shown.
- Download or Delete: open the file’s … menu. A deleted file cannot be recovered.
File not found
A document can point to a file that is no longer in To Bill’s storage, because it was deleted, for example. The preview then shows File not found, without Retry: trying again would change nothing, and the download answers the same. The same message appears for an expense’s receipt and an entry’s voucher; upload the file again if you still have it. The PDF of an invoice, a quote or a credit note, on the other hand, is made again from the saved document; only the original of an imported invoice cannot be.
Legal basis
- The books and vouchers are kept for ten years from the end of the financial year: Art. 958f para. 1 CO.
- They must be kept with care, protected from unauthorised access, and remain available for consultation at any time: Art. 5, 6 and 8 GeBüV, the Ordinance on the Keeping and Retention of Accounting Records (German version: fedlex has no English one).