Adding data: the Add Data capture flow

What it is

Every insight on Verinode, a margin number, a carrier scorecard, a benchmark position, starts from a document, a photo, a sentence you typed, or something you said out loud. The Add Data button is the one door all of that walks through. It is the same button, with the same modal behind it, on every section of the platform: Vendors, Jobs, Clients, Carriers, Margin, Safety, Compliance, and the rest. Click it on any page and you get five ways to hand Verinode something: drop a file, snap a photo, paste text, talk, or forward an email. Verinode reads whatever you send, classifies it, matches it to the right vendor, carrier, client, or job, and files it, no manual data entry, no picking a template first.

This is deliberate. Verinode is not a system you populate, it is an independent data trust that reads the documents already sitting in your inbox and your job files and turns them into the benchmarks and decisions you see elsewhere on the platform. You keep working the way you already work; Add Data is where you hand over the paper trail.

Where to find it

The Add Data button sits in the page header of every section, top right, a solid copper pill with an upload-arrow icon. Wherever you are, upload jobs, vendors, clients, carriers, equipment, certifications, margin, safety, compliance, costs, reputation, processes, documents, workflows, or the Vault itself at /data, the label reads the same two words: Add Data. Inside a specific record's detail view (a vendor's profile, a carrier's drill-in), the button relabels itself to Add data for {name}, so anything you send from there is biased toward landing on that exact record instead of making Verinode guess.

Two more entry points open the identical modal:

• Cmd+U (Mac) or Ctrl+U (Windows), from anywhere in the app. You don't need to find the button first.
• Empty-state prompts and agent suggestions elsewhere on the platform ("no data yet," a decision row with nothing behind it) open the same modal directly when you click through. It is one capture surface with many doors into it.

The five ways to send data

The modal opens as Send it over (or Send data to {section} when it knows what page you came from), with a row of tabs across the top. On a laptop the order is Drop files · Snap a photo · Paste it · Tell me · Forward. On a phone, camera comes first: Snap a photo · Tell me · Drop files · Paste it · Forward. Whichever tab you land on, the result is the same: Verinode reads it, classifies it, and files it.

Drop files

The default tab on desktop. A dashed drop zone reads Drop a file here (or Drop file here while you're actively dragging one over it), with or click to browse underneath. Below the drop zone, a second smaller button reads Send multiple at once, for when you have a folder of invoices or a batch of certificates rather than one document, it opens a multi-file picker and queues everything in the background instead of walking you through them one at a time.

Verinode accepts PDFs, images (JPG, PNG, HEIC), CSV, Excel (.xlsx and legacy .xls), Word documents, plain text, video, and audio. The footer under the drop zone says it plainly: PDF, images, CSV, Excel, Word, video, audio: Verinode reads everything.

Two guardrails sit in front of the upload:

• File size. Anything over 25 MB is rejected before it uploads, with File exceeds 25 MB limit.
• Legacy .xls. A genuinely old binary Excel file (the pre-2007 format) can't be parsed. Verinode sniffs the file's actual bytes, not just its extension, so a modern .xlsx that was accidentally saved with an .xls extension still goes through fine. A true legacy file gets: Legacy Excel .xls files aren't supported. Please re-save as .xlsx or CSV (File → Save As) and try again.

Snap a photo

A single large button: Snap a photo, with the subtitle Receipts, invoices, certs, equipment tags. On a phone this opens your camera directly (rather than the photo library) so a receipt on your desk or a cert on a wall becomes a document in one tap.

Paste it

A plain text box with the placeholder Paste email text, invoice details, or any business document content... Copy the body of an email, the text of an invoice, notes from a call, anything, and paste it in. The Analyze button stays disabled until you've entered at least 10 characters, so an accidental empty paste can't be submitted.

Tell me

A tap-to-record voice memo. The idle state shows a microphone button with Tap to record and Describe a cost, dictate notes, or walk through a job. Once you start, the button turns red and pulses, the copy changes to Recording... {minutes}:{seconds}, and Tap to stop tells you how to end it. When you stop, Verinode transcribes the recording and runs the transcript through the same reading pipeline as a pasted document, spoken numbers about a job cost or a vendor rate land the same way a written one would. This tab only shows up on browsers with microphone support; if yours doesn't have it, the tab simply isn't offered.

Forward

If your account has a forwarding address set up, this tab shows it: a header reading Your intelligence email, the address itself in a code box, and a Copy button (which reads Copied for two seconds after you click it) so you can paste it straight into your email client's forward field or your recurring CC list. The address is unique to your account, built from your business name, so mail you forward lands specifically in your data, not a shared inbox.

Underneath: Let your email do the work. Forward invoices, scorecards, cert notifications, and anything business-related. Verinode reads and files everything automatically. A link, Set up org-wide auto-forwarding →, takes you to /connect to configure forwarding rules for your whole team rather than forwarding one email at a time. See connecting your data and forwarding documents for the full setup.

What happens after you send something

The moment you drop a file, snap a photo, or hit Analyze, three things happen at once: a toast confirms Verinode has it and is reading it (something like Uploading {filename}, Verinode is analyzing it now…, or transcribing now… for audio and video), the modal closes so you're not stuck staring at a spinner, and a persistent card slides in elsewhere on the screen tracking the analysis while it runs, typically 8 to 30 seconds. You can keep working; you don't have to wait the modal out.

When the read finishes, you get a result. If you're still in the modal (paste and voice keep it open through the wait), the result renders directly:

• A colored status icon: green for a clean, complete result, amber for something that needs your review, blue for queued (a bulk batch still being worked through in the background).
• Got it: {a one-line summary of what Verinode read}.
• If Verinode matched the document to something you already track, a line listing what: Matched: {name} (vendor), {name} (carrier), and so on, one entry per resolved entity.
• If part of a batch imported cleanly but part didn't (a partial import, an unresolved carrier, a row that failed to save), an amber warning block lists exactly what needs a second look, a partial success is never presented as a clean one.
• Any insights the read produced, flagged with a marker by severity, an exclamation pair for critical, a single exclamation for a warning, an asterisk for a plain observation.
• A next-step suggestion tailored to the section you're on, for example on Vendors: forward a carrier scorecard to unlock compliance analysis; on Margin: send over more invoices to see margin trends; on Clients: forward a job export to see revenue by client. If Verinode doesn't have a specific suggestion for the page you're on, it points you at setting up automatic email forwarding instead.
• Two buttons: Send another (resets the modal so you can immediately send the next document) and Done (closes it).

The very first time a document comes back with a clean result, the modal shows a one-time banner above everything else: Your intelligence is starting to build / Every document you send makes your insights sharper.

If you close the modal before a background upload finishes (which is normal, since file drops close the modal immediately), the confirmation still reaches you as a toast and as the persistent tracking card, so you never lose the result just because you moved on.

Recent, in the same modal

Reopen Add Data and, below the tabs, a Recent list shows your last five results from this session: a short status mark (a clean check, a question mark for needs-review, an ellipsis for queued) next to a one-line summary of what each one was. It's a quick way to confirm the last few things you sent actually landed before you move on to the next one.

When Verinode needs your help: the review queue

Most of what you send resolves on its own. When Verinode can't classify a document with enough confidence, or can't confidently tell which vendor, carrier, or client it belongs to, it queues the item for review instead of guessing wrong. That's the amber "needs review" state you see in the result pane, and it's also what a flagged card in your feed opens into.

The review card shows you exactly what Verinode read before asking anything of you:

• The document's subject or type, its intent, and a confidence percentage.
• What Verinode read, a plain-language summary of the document's content.
• Extracted highlights: vendor name, total amount (formatted in the document's own currency), document date, a billing period if one was found, and a line-item count.

From there you tell Verinode where it belongs and, if needed, fill in the gaps:

• Where does this belong?, a dropdown covering every section on the platform: Team, Training & CE, Certifications, Compliance, Safety, Financials, Equipment, Fleet, Facilities, Processes, Recruiting, Reputation, a General / Other catch-all for anything that doesn't fit, and four counterparty categories, A vendor, A carrier, A TPA, A client.
• If you pick a counterparty category, Which vendor / carrier / TPA / client? opens a search-and-pick control. Search your existing records, or type a new name and Verinode creates the record when you confirm, a banner confirms New {type} "{name}" will be created when you confirm. If Verinode had a guess of its own, it's shown alongside so you can accept it or override it.
• If the section has more than one kind of document it can capture, a What kind of document? sub-picker appears (for example, Compliance can hold an insurance certificate or a certification record).
• Whatever structured fields that document type needs and Verinode didn't extract with certainty show up as a short form, so you complete the record rather than start it from scratch.

Two special cases:

• A whole book, not one document. When you forward or upload something that's really a whole export, a job list, a client list, a vendor list, the review card doesn't ask you to force it onto one counterparty. It shows What's in this import: the row count and, for a job export, how many distinct carriers or TPAs are inside it. Confirming files every row at once, each one keeping its own counterparty resolved individually.
• General / Other. A document that fits nothing above is never a dead end. Confirm it as-is and Verinode keeps the document on file even with no structured data attached, so nothing you send gets silently dropped.

Confirm saves it; Discard throws it away. Discarding a whole unsaved book asks you to confirm first, with the row count spelled out, so you don't lose a hundred-row import to a stray click.

Bringing in a job book: the pre-import guide

When you're bringing in a bulk export of job data (a CSV pulled from your ERP, estimating tool, or job list), Verinode can walk you through a short data-prep checklist first, so the file you send back arrives shaped for the richest possible read. Each row is tappable to reveal what it unlocks:

• Use full carrier names, "State Farm" not "SF", consistent names mean better carrier scorecards.
• Include dates (any you have), assigned, completed, billed, paid, unlocks payment velocity, cycle time, and cash flow prediction.
• Include financials (any you have), estimated, approved, billed, collected, unlocks margin analysis, the revenue waterfall, and collection rates.
• Include supplements (if tracked), count, amount requested, amount approved, unlocks supplement return-on-investment by carrier.
• Include job category, water, fire, mold, storm, reconstruction, unlocks IICRC benchmark comparison and category analysis.

The footer is honest about partial data: Don't have all this? Import what you have, Verinode shows what unlocks at each level. An I'm ready button dismisses the guide and moves to the upload step.

Bringing in a job book: the import quality score

Once a job CSV is parsed, and before anything is saved permanently, Verinode shows you exactly what it found and what that means, so you can fix an obvious problem (a carrier name typed three different ways) before it becomes three carriers in your data instead of one.

The header reads Import Preview: {N} jobs found with Review your data quality before importing underneath, and a single overall Data quality percentage on the right, backed by a progress bar: green at 80% or above, copper from 60 to 79%, amber below that.

Five dimensions, each shown as a row with a check or a warning icon and a count:

• Carrier names, how many rows have one.
• Job categories, how many rows have one.
• Date fields, how many rows have at least one of assigned, completed, billed, or paid.
• Financial fields, how many rows have at least one of estimated, billed, or collected amount.
• Supplement data, how many rows record a supplement count greater than zero.

Each row shows its own percentage: a green check at 80% or above, an amber warning from 50 to 79%, a red warning below that.

Carriers Identified lists every distinct carrier name the file contained, with a header noting the total and, if any need a second look, how many. Each carrier gets a status dot and a label: green Exact (matched one of your existing carriers precisely), copper High confidence (matched, but not a perfect string match), amber Needs review (Verinode isn't sure), or gray Unresolved (no match found at all). When a name was normalized to an existing record, you'll see an arrow to what it resolved to, for example a row typed "Farmers Ins." resolving to "Farmers Insurance." Only the first eight carriers show by default, with a "+N more" note if the file has more than that.

What this unlocks ties the completeness dimensions to concrete platform capability, so a thin import tells you exactly what to add next rather than just scoring low:

• Carrier scorecards, needs carrier names.
• Margin analysis, needs financial data on a meaningful share of rows.
• Payment velocity, needs payment dates on a meaningful share of rows.
• Cash flow prediction, needs both dates and financials.
• Supplement intelligence, needs supplement data on a meaningful share of rows.
• IICRC benchmarks, needs job categories.

A checkmark in green means that capability is live from this import; an open circle in gray means it isn't yet, with the specific gap named next to it in parentheses.

Three actions close it out: Cancel walks away without saving anything, Review carrier names (N) appears only when at least one carrier needs verification, and Import now saves the batch as-is, letting the platform-wide review queue catch any individual rows that still need a decision later.

Manual entry, when you'd rather not send a document

Some sections offer a manual entry path alongside Add Data, for when there's genuinely no document behind a record, you just know the fact and want to key it in. Where that's available, a link sits at the very bottom of the modal, under a hairline divider: Or enter details manually → (the wording changes per section, for example Enter job details → on Jobs). Click it and the modal closes in favor of a plain entry form for that record. It's the exception, not the default, most of what belongs on Verinode arrives as a document, a photo, a pasted paragraph, or a forwarded email, because that's the paper trail you already have.

Empty states and guardrails

• Wrong file type. A file that isn't in the accepted list (and isn't a .csv) is rejected before upload with a message naming the unsupported type.
• File too big. Anything past 25 MB: File exceeds 25 MB limit.
• Legacy .xls. Rejected with the re-save instruction above, a modern .xlsx mislabeled as .xls still passes because Verinode checks the actual file bytes, not the extension.
• Paste too short. Under 10 characters: Text too short (min 10 characters).
• No microphone access. If the browser denies the permission prompt: Microphone access denied.
• No forwarding address configured. The Forward tab simply isn't shown until your account has one set up.
• No microphone support. The Tell me tab isn't shown on a browser without recording support.
• A CSV with nothing readable. If a job import parses to zero usable rows, the flow stops with a message asking you to check that the file has column headers, rather than presenting an empty quality score as if it succeeded.

Best-practice example

Say you just closed out a batch of ten water jobs and your ERP can export a CSV. Before you send it, skim the pre-import guide, and if your export is missing job category, add it in the ERP first rather than importing without it. Drop the file. The import quality score comes back at 74%: carrier names and financials are both strong, but three of ten rows show a carrier typed two different ways, "Liberty Mutual" and "Liberty Mut." Click Review carrier names, confirm the shorter one should resolve to the same carrier, then Import now. Ten jobs land clean, one carrier identity instead of two, and the next carrier scorecard you look at reflects that carrier's real volume rather than a split one. Anything the importer still isn't sure about (an unusual column, a carrier it's never seen) lands quietly in the review queue instead of getting silently dropped or silently guessed.

Data sources

Related reading

• Connecting your data
• Forwarding documents
• The Feed
• The decision workspace
• Acting on decisions
• Understanding your margin