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File external documents

GuideLast checked on 15/10/2026

Store invoices and credit notes that were not created in allverto – for example from Amazon or your legacy system – as audit-proof PDFs and assign them to the order.

Some invoices aren't written by you: Amazon, for example, creates them through its invoicing service, or old invoices come from your previous system. So that everything is still kept with the order, you file such PDFs under Sales → More documents → External documents. Viewing requires the permission “View quotes, delivery notes and invoices”, filing requires “Create invoices and credit notes”.

Step by step

  1. Open External documents and click File document.
  2. Drag the PDF into the Drag a PDF here or select one field (PDF only, max. 10 MB).
  3. Choose the Type (Invoice, Credit note or Other document) and the Source (e.g. Amazon, eBay, Shopify, WooCommerce, Shopware, Kaufland, OTTO, Legacy system or Other source).
  4. Enter the Document number and Document date, and optionally the Gross amount.
  5. Assign the document to an Order and/or Customer (both optional) and add a Note if needed.
  6. Click File document.

allverto checks whether the file really is a PDF and detects if exactly this file has already been filed before.

Filed immutably

Once filed, an external document can no longer be changed or deleted. The only options are:

  • Archive … – hides the document from the normal view (also for several, Reason (optional)); Restore brings it back,
  • Mark as incorrect … – e.g. if you picked the wrong file; under What is wrong? you enter the reason, and the document remains visible with the status Marked as incorrect.

The file itself always remains stored unchanged and retrievable (GoBD, the German rules for proper digital bookkeeping) – only the status changes.

In that case, simply file the correct document in addition.

Finding documents again

The list shows Date, Document number, Type, Source, Order, Customer, Amount and Status (Filed, Archived, Marked as incorrect) and can be filtered at the top by Type, Source and Status. Via right-click: Show file, Download (for several documents, the files), Go to order, Open customer.

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