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Upload documents with the Basecone app
Upload documents with the Basecone app

With the Basecone app you can easily take photos, quickly upload images/PDF files and easily send them to Basecone.

Cees Houpt 🚀 avatar
Written by Cees Houpt 🚀
Updated over a week ago

Not using the Basecone app yet? Download it below. After downloading you can immediately log in with your username, password and office code. If you do not have this information, request it from the person who added you as a user in Basecone.

Mobile delivery and uploading to Basecone

NEW! Since 16th of December 2021 you can share invoices directly from other apps with the Basecone app.

With the Basecone app, you can take photos of receipts with your smartphone, or upload an image or PDF from your gallery, wherever and whenever you want. After taking pictures, add the details of the receipt and send the receipt directly to Basecone, this can be done easily, everywhere, and quickly with the Basecone app.

Start with the Basecone app

To log in to the app for the first time, you need your Basecone login details. On every subsequent visit you are automatically logged in with your username and you use the PIN code of your choice to unlock the app.

You can also choose to log in via biometric data. This can be done with a fingerprint (Android) or with facial recognition (iOS).

The image below shows the start screen, here you can choose your default administration. If you also have the role authoriser, the app opens from the authoriser role and you need to click on documents at the bottom of the screen to be able to upload from there.

🚀 New! You can now see whether a company has been archived. This company will then be labeled as Archive: you can still view documents/deliver them, but you will no longer be able to post them to the accounting system.

If you have selected this, you will immediately be taken to the overview of documents. There you will see two headings:

  • Drafts: here are the saved items that have not yet been sent to Basecone.

  • Sent items: all documents sent via the app (email and web application). The following are also displayed there:

    • Name;

    • Value (if we have that information in our system);

    • Status;

    • Date it was delivered to Basecone;

    • Tag.

If you have access to multiple companies, you can switch companies with the home button at the top right. For each company, you can see in the exchange company menu how many documents are in draft.

Create an item

You can add an item in the app via the plus sign at the bottom right. Click on it and then indicate how you want to add an image. You have 3 options:

  • Camera to take a picture of, for example, a receipt

  • Gallery to upload a photo already taken

  • PDF to upload a PDF file from your mobile or from one of the cloud services, such as GoogleDrive, OneDrive, Dropbox and iCloud for iOS users

When you use the camera, you can edit the captured photo. Crop, rotate clockwise, or take multiple photos. When you're done shooting, click Done.

After the photo is taken and selected, the app will automatically switch to the File Details screen. The default description is the Item creation date and time (change if necessary). The additional fields to fill out are different for each payment method:

Item Details > Business payment (for uploading invoices/documents)

  • Tag: choose the tag

  • Comments: in this field you can add your comments. (max. XX characters)
    🚀 New! You can now add a comment to an expense claim report. As long as the claim has not been sent, you can continue to submit receipts and adjust the comment. After submitting you will then see this under sent items > comments

Item Details > Private payment or Credit card payment (business or private) (for filing in expenses (module))

  • Expense claim*: choose an existing expense claim or create a new expense claim

  • Currency*: if needed you can change the currency

  • Amount*: fill in the amount incl. VAT

  • Category*: choose the category

  • Date*: fill in the date of the receipt

Click on the file icon at the top right to view the attached image(s).

Send an item

When all fields have been entered, you can send the invoice now or later.

  • Select save to save the item and send it at a later time, or modify it if necessary (change or add image). The item is saved in the drafts screen.

  • Choose to send to send the invoice directly to Basecone. A progress bar will appear on the screen showing when the item has been sent to Basecone. This bar turns green on successful transmission with the text completed above it, you will also see an upload notification on your phone (depending on your phone settings). If something goes wrong during sending, the progress bar will remain red and you will see an error message on the screen, for example, that no attachments have been attached.

Bulk actions

In the Basecone app, you can perform bulk actions on all documents listed under drafts. To do this, click on one of the items for longer than 1 second, then several options will appear:

  • a checkbox appears for each item, with which you can select a number of items

  • at the top right of the screen, the select all button appears, allowing you to select all items in one click

  • At the bottom of the screen, you will see a trash can appear on the left, with which you can delete all selected items in one click

  • At the bottom of the screen, you will see a kite appear on the right, with which you can send all selected items to Basecone in one click


If you click on Settings at the bottom right of the overview screen, you will arrive in the Settings menu. Here you have 6 options, at the top you see the username with which you are logged in:

  • My details: here you will find your personal details.

  • My company settings: click here to set a default tag. This tag is applied for all newly created items.

  • Security: click this to change your PIN code, and to turn biometrics (fingerprint or facial recognition) login on or off.

  • Support: click here to view the articles in our Knowledge Base, read the best tips and send a message to our Support department. You can also view previous conversations with our Support department here.

  • About the app: Click here to see the current version of the Basecone app and read our privacy policy.

  • Log out: click here to log out of the app, the next time you log in to the app you must enter your office code, username and password. You will first see a warning before logging out.

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