> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Drive: share documents with your bookkeeper

Drive is a shared folder for the workspace. Your client drops statements and PDFs in, you work from them, and nobody emails an attachment back and forth.

Open **All pages** in the left sidebar, then under **Daily work** click [Drive](https://app.booksgpt.ai/go/documents).

## Add and organise files

* Drag files onto the drop zone, or click it to browse. Images, PDFs and Office files are accepted, up to 50 MB each.
* Switch between **Grid** and **List** with the control on the right.
* Click a file to preview it. Images and PDFs open in the app; anything else offers a download.
* Right-click a file, or use its **...** button, for rename, download, comments and delete.

![The Drive grid with uploaded files and the storage meter](https://booksgpt.ai/help/drive/grid.png)

## Comment on a file

Open **Comments** on any file to start a thread on that document. It is the place to ask "what was this $4,000 for?" so the question sits with the file instead of in an inbox.

* Everyone with edit access can reply.
* The comment count shows on the file, so nothing gets missed.

## Attach a Drive file to an invoice

On an [invoice](https://app.booksgpt.ai/go/invoices), open **Attachments**, then **Choose from Receipts or Drive**. The invoice keeps its own copy. The original stays in Drive.

Drive then shows a line on the file: **A copy is attached to invoice 1058.** Two invoices read **Copies are attached to invoices 1058 and 1061.** Three or more read **Copies are attached to 3 invoices: 1058, 1061 and 1064.**

Deleting the Drive file does not touch the invoice's copy. The confirmation says **Invoice 1058 keeps its own copy.** (or **Invoices 1058 and 1061 keep their own copies.**). For several files it may say **Invoices keep their own copies of 2 of these files.** or **Invoice 1058 keeps its own copy of one of these files.**

## Receipts show up here too

Receipts you upload, email in, or bring across from QuickBooks appear in Drive automatically, each tagged **Receipt**, or **Contract**, **Statement** or **Document** when the file is something else. A lease from a QuickBooks import is filed under **Documents**, not Receipts.

Use the **All**, **Documents** and **Receipts** chips to filter. Anyone with edit access can delete a receipt BooksGPT can delete: tick its checkbox and use the bar at the bottom, or right-click it, or open **File actions**, and click **Delete**.

If that receipt cannot be deleted, **Delete** is still in the menu. The click does not ask you to confirm. Drive names the file and the reason, until you click **Dismiss**. While the file is still being read, the reason is **This file is still being read. Try again in a minute.** On the [Receipts page](https://app.booksgpt.ai/go/receipts), that receipt has a lock where its trash icon would be, and a tap shows the same reason.

| Renaming and comments still live with regular Drive files; open a receipt from the Receipts page to match or manage it.

||| Read the confirmation before you delete a QuickBooks file. It says importing again **skips this attachment** for one file, or **skips that attachment** and **skips those attachments** for several, when this delete makes the next import skip that attachment, including a file on an imported bill, invoice or estimate. That file also says it comes off the document. A copy on another transaction can still come in. Starting the workspace over clears that memory, so a full reset plus a fresh import brings the files back.

![The Drive list view with the All, Documents and Receipts filter chips](https://booksgpt.ai/help/drive/filters.png)

## Storage

Each workspace gets 1 GB, shared between Drive files, receipts, and the copies attached to invoices. The meter in the top right shows what you have used.

Good to know:

* Uploads unlock once the workspace owner is on a paid plan or has verified a mobile number. That keeps the shared Drive from being used as free file hosting.
* Viewers can read and download. Uploading and commenting needs edit access.
* A Drive file can be deleted by whoever uploaded it or by a workspace admin. A receipt can be deleted by anyone with edit access, when BooksGPT can delete it. Select several, receipts and documents together. The bar at the bottom says how many are **selected**, then **Delete** and **Clear**. One **Delete** takes at most 200 files. More than that is refused with **At most 200 files per request.** If a file cannot be deleted, it stays, and Drive names it. One file is titled **Delete "filename"?**. Several files are titled **Delete N files?**.