The Operations Inbox — From Receipt to Document

An office with a few active WhatsApp groups gets dozens of receipts and messages a day, and the worst thing that can happen is one of them getting lost in the scroll. The operations inbox exists for that — but it does far more than store messages. This episode shows how it reads a receipt, suggests the right action, and stays a work queue rather than an archive.

What you will learn

• The four steps from an incoming message to a posted document
• The six tabs and the type filter across the top of the page
• What Nexto extracts from a receipt image and what the confidence percentage means
• How the suggested action finds a matching open commitment
• How a forwarded receipt completes the picture and changes the suggestion
• The three row actions — done, dismiss and block — and the three-day retention rule

Step by step

Understand the four-step flow

The customer sends a receipt or a message in the group. Nexto recognises what kind of thing it is. If it is a receipt, it pulls the amount, the names and the numbers straight out of the image. And the fourth step — the one that makes this different from a message box — it suggests the right action based on what it read.

Nothing is ever recorded without your approval.

Use the tabs and the type filter

There are six tabs across the top. Pending is the work you have not done yet, Done the ones dealt with, plus Duplicate, unclear, dismissed and blocked.

Next to them is a type filter: payment receipt, trade, crypto and account details — which is, in practice, the four things that actually circulate in an exchange office's groups.

Read what Nexto pulled from a receipt

Our customer, Gulf Currency House, has sent a photo of a receipt in their own group. The list is on one side, the details of that record on the other, and the image of the receipt is right there — you do not have to go hunting through WhatsApp for it.

Without pressing a single button you get the amount, fifty four thousand eight hundred dollars; the receiver's name, Daniel Foster; the receiving bank; the sender; and the reference number. The percentage at the end is the confidence level.

The moment a receipt arrives it goes to the Nexto cloud service automatically and the cost comes off your service balance. If an extraction ever fails, the manual button is right there.

Take the suggested action

Look at the button: record against the staged payment, with a hundred and eighty thousand still remaining. Nexto compared the receiver's name on the receipt against this customer's open payment commitments and found one — you can see the «receiver name matched» mark next to it.

So instead of finding the commitment and typing the amount and the reference number by hand, one click and the form comes up ready.

Work with any currency and any language

This is not just for dollar receipts and English-language banks. A yuan receipt written in Chinese had its receiver name, bank, sender and reference number pulled out correctly, with ninety eight percent confidence. Dollars, euros, lira, yuan — whatever the currency and whatever the language, reading it is not your problem.

Handle the other message types

Receipts are not the only kind of message.

• An account number a customer sent. Nexto pulls it out of the text and offers two suggestions: create a deposit request, or create a staged payment directly — the two forms from rial routing. Whichever you press, the account number and the customer come in already filled.
• A trade message. Nexto read that five thousand dollars were sold against Canadian dollars at a rate of one point four zero two, and gives you a record trade button. One click and you are in the trade form with the direction, the amount, the currencies, the rate and the customer already in place.
• A transaction hash. The customer sent only the hash and Nexto recognised it. Its button takes you to the crypto form with the hash already pasted in, so all that is left is to confirm which customer it belongs to.

Let a forwarded receipt complete the picture

A receipt a customer sent us gets forwarded on to the other office's group, because the money belongs to them. The same file lands in the inbox a second time — and Nexto understands that: it says forwarded from receipt number twenty five.

The first time round, we only knew who paid. Now that the same receipt has appeared in another group, the receiver is known as well, so the suggestion changes too: record a transfer with both sides identified. Your forwarding it is what completed the system's picture.

Clear the row

Underneath every record there are three actions. Done, once you have dealt with it. Dismiss, if it is nothing to do with you. And block — which comes in three forms: do not read this group at all, or just this person in this group, or this person across every group. Very useful for the busy groups where all that goes round is greetings.

Tips

• Note the line at the top of the page: three days retention. Older records delete themselves. The inbox is not your archive — your archive is your ledger and your documents.
• Open the inbox a few times a day and keep it empty. Every record either turns into a document or gets dismissed.
• Extraction takes the typing off you and the suggestions take you straight to the right form, but you always press the final button yourself, because a customer's money is not recorded on a machine's guess.
• The in-app page help (the ? icon at the top of the page) has more detail.

FAQ

Does Nexto record anything by itself?

No. It recognises the message type, extracts the values and suggests an action, but the final button is always yours. A customer's money is not recorded on a machine's guess.

What does the percentage next to the extracted values mean?

It is the confidence level of the extraction. A receipt goes to the Nexto cloud service the moment it arrives, and the reading comes back with a confidence figure. If an extraction fails, a manual button lets you enter the details yourself.

Does it work with non-English receipts?

Yes. A Chinese-language yuan receipt had its receiver name, bank, sender and reference number read correctly with ninety eight percent confidence. Dollars, euros, lira or yuan, and whatever the language of the bank, the reading is handled for you.

Why do inbox records disappear after three days?

Because the inbox is a work queue, not an archive. It holds today's work and is meant to be emptied — the permanent record lives in your ledger and your accounting documents.