Documents: keep your property papers in one place

Upload a document

1. Step 1

   Open Documents

   In the menu on the left, click Documents. Click Upload at the top right.

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2. Step 2

   Choose the file and describe it

   Click the dashed box and choose a file on your computer. Give it a Title you will recognise, pick a Category (your tourist licence goes under Licence), and under Property choose the property it belongs to, or General for a paper that is not about one property. Add Notes if they help, then click Upload.

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   Tip: Leave the title empty and Casitana uses the file’s name.

Find and download a document

1. Step 3

   Find a document

   Your documents are grouped by category. Click a category in the row at the top, such as Insurance, to see only those. Click a property’s name under it to see only that property’s documents, or General (no property) for the rest. All Documents and All properties show everything again. To find one by name, type part of its title in the Search by title box above the categories. A long list shows its first documents; Load more at the bottom shows the next ones.

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2. Step 4

   Recognise a photo at a glance

   A photo shows a small preview at the start of its row, so you can tell which one it is without opening it. A PDF or a Word document shows the icon of its type.

3. Step 5

   Open a document

   Click a document’s name, or its preview, to open it in Casitana. Photos and PDFs show straight away. With the previous and next arrows, or the ← and → keys, you move through the documents in the order of the list, and Download saves the one you are looking at. A Word document cannot be shown and offers Download instead.

   Tip: Photos and files you add to a repair in Property Care open in the same viewer.

4. Step 6

   Download a document

   Click the arrow at the end of the document’s row, or Download in the open document. The file is saved on your computer, named after the document’s title.

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5. Step 7

   Rename or delete a document

   Click the pencil on a row to change the title or the category, then the tick to save. The bin moves the document to the trash once you confirm, and you can restore it from there for 30 days (The trash: restore what you deleted).

Receipts and repair files

Some documents arrive on their own: Casitana files a copy of them here for you.

1. Step 8

   Receipts from your expenses

   Every receipt you attach to an expense in Income & Expenses is also filed here, as “Receipt:” followed by the expense’s description. Click Receipts to see them all. How to attach one: Attach the receipt.

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   Tip: A receipt belongs to its expense. Deleting it here also deletes the file, so the expense loses its receipt too. To replace or remove a receipt, open the expense in Income & Expenses.

2. Step 9

   Repair files, stay contracts and your tax certificate

   Photos and files you add to a repair in Property Care are filed here under their file name: see Add a photo. The contract you generate for a stay is filed under Rental Contracts: see Generate the contract. The certificate of tax residence you upload for your Modelo 210 is kept here as well: see The certificate of tax residence.

3. Step 10

   Police forms for France

   The police forms your guests in France signed are listed under Police forms (France). Click one to open its PDF. They are not files you uploaded: they cannot be renamed or deleted here, and they go on their own six months after check-out. More: Signed forms.

Limits

1. Step 11

   How many documents your plan keeps

   The Free plan keeps up to 50 documents, Starter 250 and Growth 1,000. Pro has no limit. On a plan with a limit, the line under the title shows how many you have used: it counts everything on the page, receipts, repair files and contracts included. When you reach the limit, Upload offers an upgrade instead of the form. Receipts you attach to an expense are still filed.

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2. Step 12

   File size and file types

   You can upload PDFs, photos (JPG, PNG, WebP or GIF) and Word documents, up to 5 MB each, as the upload window reminds you: “PDF, images, Word (max 5 MB)”. A larger file is refused and nothing is saved: scan the paper at a lower resolution, or split it into two files.

   Good to know: Casitana accepts up to 50 uploads an hour: documents, receipts and property photos together. If you are adding a whole archive at once and reach that, wait a while and continue.

Documents in the appApp

The app finds, opens and shares the documents you upload on the website.

1. Step 1

   Find a document in the app

   In the Casitana app, open More and tap Documents. Type part of a title in the search field, or tap a property or a type, such as Licence, to see only those; tap it again to see everything. The list is grouped by property, then by type. Receipts and repair files are not in this list: you find them on their expense and on their repair.

2. Step 2

   Open and share it

   Tap a document to open it: photos and PDFs open in the app, and a Word document goes to an app on your phone that can read it. The share button at the end of the row, or at the top of an open document, sends the file itself, with its own name, to WhatsApp, Mail or any other app on your phone.

   Tip: The app only reads your documents. To upload, rename or delete one, use Documents on the website.