Adding data: upload, photo, paste, voice, and email forward

What Add Data is

Verinode does not ask you to fill out forms about your business. It reads the documents you already have (invoices, scorecards, certificates, statements, exports) and turns them into structured records, benchmarks, and decisions. Add Data is the one button that starts that process, no matter what you're holding: a PDF on your desktop, a photo on your phone, a paragraph you just pasted from an email, a voice note you'd rather dictate than type, or a message you simply forward.

Every page on the platform uses the exact same button and the exact same capture window underneath it. Whether you click it from Vendors, Jobs, Margin, or anywhere else, you get the same five ways in. The only thing that changes is which section the data is biased toward landing in, and which "what to try next" tip appears once you're done.

Where to find it

• Sidebar: My Data > Vault, at /data. This is where everything you've sent in shows up, alongside a Review queue for anything Verinode flagged, and a Failed uploads list. If you have an old bookmark for /documents, it now forwards you straight to /data automatically; the section was renamed from Documents to Vault.
• Every section page header carries its own Add Data button (Vendors, Jobs, Equipment, Certifications, Clients, Carriers, Margin, Safety, Compliance, Costs, Reputation, Processes, Workflows). It's the same button and the same modal everywhere.
• Inside a specific record. When Add Data is opened from a vendor's, carrier's, or client's own detail view, uploads are biased to land on that record even if the name printed on the document doesn't match perfectly. The button reads "Add data for [that name]" in this case, so you know exactly where it's aimed.
• A keyboard shortcut: press Cmd+U (Mac) or Ctrl+U (Windows) from anywhere in the app to open the capture window instantly, no need to hunt for the button.
• Dragging a file onto the page. See "Drop it anywhere" below.

The capture window

Click Add Data and a small window opens titled "Send data to [Section]" (for example, "Send data to Margin"), or just "Send it over" when there's no specific section context. Across the top sits a row of tabs, five on desktop, in this order: Drop files, Snap a photo, Paste it, Tell me, Forward. On a phone, the order flips to put the camera and microphone first, since those are what you reach for on mobile: Snap a photo, Tell me, Drop files, Paste it, Forward.

Two tabs are conditional:

• Tell me (voice) only appears if your browser and device support audio recording. A small number of older or locked-down browsers don't, and the tab is simply left out rather than shown broken.
• Forward only appears once the button knows your business's intelligence email address. In normal use it's always there.

1. Drop files

The default tab. A dashed-border drop zone reads "Drop a file here" / "or click to browse". Drag a file onto it or click to open your file picker. Verinode accepts PDF, JPG, PNG, HEIC, CSV, Excel (xlsx and legacy xls), Word (docx and doc), plain text, video (mp4, webm, mov), and audio (mp3, m4a, wav). The zone's own footnote sums this up plainly: "PDF, images, CSV, Excel, Word, video, audio: Verinode reads everything."

There's a 25 MB size limit per file. Go over it and you'll see "File exceeds 25 MB limit" and nothing is sent.

Below the drop zone, a second button reads "Send multiple at once". Click it to open a file picker that accepts several files in one go (see "Sending several at once" below).

2. Snap a photo

A single large button: "Snap a photo", subtitled "Receipts, invoices, certs, equipment tags". On a phone this opens your camera directly (it requests the rear-facing camera by default); on a desktop it opens your regular file picker filtered to images. This is the fastest way to capture something physical, a windshield receipt, a laminated certification, a nameplate on a piece of equipment, without leaving whatever job you're standing at.

3. Paste it

A text box with the placeholder "Paste email text, invoice details, or any business document content..." Paste anything, at least 10 characters, and click Analyze (the button stays disabled until you clear that minimum). Paste less than that and you'll see "Text too short (min 10 characters)." This is the tab for text that never existed as a file: an email body you copied, a quote someone read out over chat, a paragraph pulled from a PDF you can't upload directly.

4. Tell me (voice)

Tap the microphone button to start recording ("Tap to record", subtitled "Describe a cost, dictate notes, or walk through a job"). While recording, the button turns red and pulses, and a running timer shows "Recording... M:SS" with "Tap to stop" underneath. Tap it again to stop. If your browser denies microphone access, you'll see "Microphone access denied" instead.

Once you stop, the recording is transcribed and the transcript is anonymized before Verinode's models ever see it, then read through the same extraction pipeline as any other document. Dropping an actual video or audio file through the "Drop files" tab gets the identical treatment: Verinode transcribes it first and processes the words, so a voice memo you already recorded works exactly like one you record in the moment.

5. Forward

This tab shows the intelligence email address for your business, labeled "Your intelligence email", in a monospaced box with a Copy button (it reads "Copied" for two seconds after you click). The address follows the pattern yourbusinessname.iq@ followed by Verinode's mail domain; some accounts carry a short code after "iq" as an extra layer of authentication.

Underneath: "Let your email do the work. Forward invoices, scorecards, cert notifications, and anything business-related. Verinode reads and files everything automatically." A link below that, "Set up org-wide auto-forwarding," takes you to the Connect page to configure forwarding at the mailbox level instead of one message at a time. For the deeper mechanics of this address and what happens when mail lands on it, see forwarding documents and connecting your data.

Sending several documents at once

Clicking "Send multiple at once" (on the Drop files tab) opens a picker that accepts any number of files from the same accepted list. As soon as you select them, the window closes and a toast confirms "Uploading N files, Verinode will process them in the background." Each file is queued and worked through independently; you don't wait for all of them before seeing results start to come in. Once the batch is queued server-side, a second toast reports the real count, "N files queued for processing," and a batch status card appears so you can watch the whole group land.

Drop it anywhere

You don't have to open the Add Data button at all to start an upload. Drag any file over the page from anywhere in the app (not just the Vault) and a full-screen overlay appears: "Drop it here" / "I'll handle the rest." Let go and the capture window opens automatically with that file already loaded on the Drop files tab, one click short of where you'd be if you'd clicked Add Data yourself and picked the file.

A few notes on this shortcut: it only recognizes the first file if you drop several at once (send the rest afterward with "Send another" or another drop); it's disabled on touch devices since there's no drag gesture to catch; and a file over 25 MB is simply ignored rather than shown an error, since there's no modal open yet to display one in.

What happens after you send something

What you see next depends on which tab you used.

Drop files, Snap a photo, and Send multiple at once are fire-and-forget. The window closes the instant you pick a file, you're immediately free to keep working, and a toast confirms the upload started ("Uploading [filename], Verinode is analyzing it now" or "...transcribing now" for video and audio). From there, two things track the result for you:

• A small status card appears while Verinode reads the document, and updates in place once it's done, so you don't have to go looking for the outcome.
• The ingestion status icon in the header lights up with an animated ring while anything is processing. Click it to see every file currently in flight, plus your five most recent completions and failures. It polls every 4 seconds while something is active and every 30 seconds when idle, and a badge count shows how many items need your attention. Click a completed row and it takes you straight to the section that document fed; click a failed row and it takes you to Failed uploads.

Paste it and Tell me (voice) work differently: the window stays open through the whole process and shows you the full result inline once it's done, without you having to check the tray. You'll see:

• A status icon: a green check for a clean save, an amber alert if something needs your review, or a blue clock if it's queued for later.
• "Got it: [a plain summary of what Verinode read]."
• A line naming which vendor, client, carrier, or job it matched, when a match was made.
• Any honesty flags in amber, for example a partial import or an entity Verinode couldn't confidently resolve, so a partial result never quietly reads as a full success.
• Any insights Verinode pulled out, each flagged by severity (critical, warning, or informational).
• A one-line suggestion for what to send next. This tip is tailored to where you started: from Vendors it suggests forwarding a carrier scorecard, from Jobs a vendor invoice, from Margin more invoices to sharpen your trend, and so on. Outside those sections it defaults to nudging you toward setting up forwarding on Connect.
• Two buttons: Send another (resets the window so you can send a second item right away) and Done (closes it).
• If you send more than one item in the same sitting, a Recent list builds up beneath the tabs showing your last five results for that session, so you can glance back at what you already sent without leaving the window.

Either way, the very first time Verinode completes a clean save for your account, you'll see a one-time note: "Your intelligence is starting to build. Every document you send makes your insights sharper." After that first time it doesn't show again.

A note on structured imports elsewhere

Some pages, currently Jobs, also carry their own dedicated drop zone for bulk tabular data (a CSV or spreadsheet export of many jobs at once), separate from the universal Add Data window described here. It accepts CSV, Excel, PDF, or a screenshot, and has one guard worth knowing about: legacy binary .xls files (the old pre-2007 Excel format) aren't readable by the parser and are rejected up front with a clear message asking you to re-save as .xlsx or CSV first, rather than letting the file upload and silently fail later.

1. 1Click Add Data on any section page, or press Cmd+U / Ctrl+U from anywhere.
2. 2Pick the tab that matches what you're holding: a file, a photo, pasted text, a voice note, or your own forwarded email.
3. 3Send it. File and photo uploads close the window immediately and confirm through a toast and the status icon; paste and voice stay open and show you the full result.
4. 4Check the ingestion status icon in the header if you want to watch progress, or open the Vault (/data) any time to see everything that's come in.
5. 5Clear anything sitting in the Review queue with one tap: confirm, edit the entity, or discard.

Best-practice example

Say you're standing at a job site with a paper invoice in hand. Tap Add Data, land on Snap a photo (it's first on mobile), and take the picture. The window closes immediately, a toast confirms Verinode is reading it, and you go back to work. A minute later the status icon lights up with a check mark; tapping it shows the invoice was matched to the right vendor and job, and the summary line reads out the total. No form, no typing, the receipt you already had in your hand is now on the record.

Compare that with dictating a quick note about a supplement conversation you just had with an adjuster: Tell me, tap to record, describe it in your own words, tap to stop. This time the window stays open, shows "Uploading... Sending your document securely" for a few seconds, then lands on the full result screen with the summary, the matched job, and a suggested next step, all before you've put your phone away.