How to Use Document Storage in ZIL MONEY
Document Storage is a secure place inside your ZIL MONEY account to keep, organize, collect and share your business documents. This guide shows you every step, from your first folder to sharing files with a PIN. You do not need any experience.
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5 GB total storage | 20 files per upload | 500 MB per file | 8 file types |
In this guide
1. What is Document Storage? | 2. Open Document Storage | 3. Create a folder | 4. Upload files | 5. Manage files and folders | 6. Request files from others | 7. Share documents | 8. Set user permissions | 9. Best practices | 10. Troubleshooting and FAQ
1. What is Document Storage?
With Document Storage you can:
- Store receipts, invoices, contracts and other files in folders.
- Collect documents from customers or vendors with a request link, so they upload straight into your folder.
- Share documents with others through a download link.
- Control access by deciding what each team member can add, view, edit or delete.
| Item | Limit |
|---|---|
| Total storage | 5 GB |
| Files per upload | Up to 20 |
| Size per file | Up to 500 MB |
| Supported file types | PDF, JPG, PNG, DOC, DOCX, CSV, XLS, XLSX |
| Where files can be uploaded | Inside a folder only |
To see how much space you have used, look at the Storage Used badge at the top of the page.
2. How to open Document Storage
1 | Sign in to your ZIL MONEY account. |
2 | In the left menu, open Business Tools. |
3 | Select More. |
4 | Find Document Storage and click Open Tool. |
Business Tools > More > Document Storage.
The Document Storage page opens. You see the Storage Used badge at the top and your folders and files below. On your first visit the list is empty.
The Document Storage page with the Storage Used badge.
Tips
- Use the search box and filters to find a document fast.
- Bookmark the page if you use it every day.
3. How to create a folder
Create a folder first. Files can only be uploaded inside a folder.
1 | Open Document Storage. |
2 | Click New Folder. |
3 | Enter a folder name, for example "Receipts 2026". |
4 | Click Create Folder. |
The Create New Folder window.
Your new folder appears in the list.
Your new folder in the list.
Tips
- Use clear names with a year or month, such as "Vendor Invoices, Oct 2026" or "Signed Contracts".
- Make one folder per purpose or per customer. Then you can share or set permissions on just that folder.
- To rename a folder later, open the folder menu and select Edit.
4. How to upload files
You can upload up to 20 files at a time, up to 500 MB each, into any folder. The Upload File button works only inside a folder.
The Upload File button, shown inside a folder.
1 | Open Document Storage and click the folder you want. |
2 | Click Upload File. |
3 | Click the upload area to browse for your files, or drag and drop them into it. Use Add More Files to add more. |
4 | Optional: for each file, edit the file name and add a serial number or memo, for example "RC-001" or "October receipt". |
5 | Click Upload Files. |
The Upload Files window with file name, serial number and memo.
Your files appear in the folder list.
Tips
- Add a serial number or memo now. It makes files much easier to find later with search.
- Scan paper receipts to PDF before uploading, so all pages stay in one file.
- Uploading more than 20 files? Upload them in batches of 20.
5. How to manage files and folders
Every file and folder has a menu next to it with the actions you need.
File menu
| Option | What it does |
|---|---|
| Edit | Change the file name, serial number or memo |
| Share | Create a download link for this file |
| Download | Save a copy to your computer |
| Delete | Remove the file permanently |
The file menu.
Folder menu
| Option | What it does |
|---|---|
| Edit | Rename the folder |
| Share | Create a download link for the folder |
| User Permission | Decide what each user can do in this folder |
| Add Comment | Leave a note on the folder for your team |
| Delete | Remove the folder |
The folder menu.
Example: download a file. Open the folder, click the menu next to the file, then select Download.
Good to know
Clicking a file name does not open a preview. Use Download to view the file.
Tips
- Download a copy before you delete anything you may need later.
- Use Add Comment to note what a folder is for, or who owns it.
6. How to request files from others
Request Files gives you a link that customers, vendors or employees can use to upload documents straight into your storage. They do not need an account.
1 | Open Document Storage and click Request Files. |
2 | Add your logo and company name, so the person knows the request is from you. |
3 | Write a short message, for example: "Please upload your signed W-9 and last month's invoice." |
4 | Optional: open Additional Settings and choose PIN Protection, Upload File Limit or Link Expiry (see the table below). |
5 | Click Update Link to save your settings. |
6 | Click Copy next to the link, then paste it into your email or message. |
The Request Files window with your link, logo, company name and message.
| Setting | What it does |
|---|---|
| PIN Protection | The person must enter a PIN before uploading |
| Upload File Limit | The most files the person can upload |
| Link Expiry | The date the link stops working |
Additional Settings with PIN Protection turned on.
Files your recipient uploads land in your Document Storage.
Tips
- Turn on PIN Protection for tax forms, IDs or bank documents. Send the PIN in a separate message from the link.
- Set a Link Expiry so old links cannot be reused.
- Say exactly which documents you need in your message. It saves back-and-forth.
- Click Update Link after every change, or your settings are not saved.
7. How to share documents
Share creates a download link so someone else can get a copy of a file or folder.
1 | Open Document Storage. |
2 | Click the menu next to the file or folder, then select Share. |
3 | Optional: set PIN Protection, Download Limit (how many times the link can be used) and Link Expiry. |
4 | Click Update Link to save your settings. |
5 | Click Copy and send the link to your recipient. |
The Share Files window with PIN Protection, Download Limit and Link Expiry.
Your recipient opens the link and downloads the documents.
Request Files or Share?
| Request Files | Share | |
|---|---|---|
| Direction | Others send files to you | You send files to others |
| Recipient can | Upload | Download |
| Limit option | Upload File Limit | Download Limit |
| PIN and expiry | Yes | Yes |
Tips
- Share only the file or folder the person needs, not your whole storage.
- Use a Download Limit of 1 for one-time sends of sensitive files.
8. How to set user permissions
User Permission lets you decide, folder by folder, what each person on your team can do.
1 | Open Document Storage. |
2 | Click the menu next to a folder and select User Permission. |
3 | For each user, turn on the actions they are allowed (see the table below). |
4 | To give access to someone not in the list, click + New. |
5 | Click Save Changes. |
The User Permission Management window.
| Permission | What the user can do |
|---|---|
| Add Documents | Upload new files and create folders |
| Edit Files & Folders | Rename and change details |
| View Documents | See and download documents |
| Delete Documents | Remove files |
Suggested setups
| Role | Add | Edit | View | Delete |
|---|---|---|---|---|
| Owner or admin | Yes | Yes | Yes | Yes |
| Bookkeeper | Yes | Yes | Yes | No |
| Team member who submits receipts | Yes | No | Yes | No |
| Auditor or reviewer | No | No | Yes | No |
Tips
- Give each person the least access they need. Keep Delete Documents for owners only.
- Review permissions when someone changes role or leaves the company.
- Nothing changes until you click Save Changes.
9. Best practices
Organize
- ✓ Create folders before uploading. Use one folder per purpose, customer or year.
- ✓ Use a naming pattern for files, for example 2026-10-12_VendorName_Invoice.pdf.
- ✓ Add a serial number or memo to each file when you upload it.
- ✓ Use Add Comment on folders to explain what goes inside.
Protect
- ✓ Turn on PIN Protection for any link that carries sensitive documents.
- ✓ Send the PIN separately from the link, for example by text and not in the same email.
- ✓ Set a Link Expiry on every request and share link.
- ✓ Give each user only the permissions they need. Limit Delete Documents.
Maintain
- ✓ Check the Storage Used badge every month so you do not run out of your 5 GB.
- ✓ Download a copy before deleting anything.
- ✓ Review user permissions every quarter.
Common mistakes
| Mistake | Do this instead |
|---|---|
| Looking for Upload File on the main page | Open a folder first |
| Changing link settings and closing the window | Click Update Link to save |
| Changing permissions and leaving | Click Save Changes |
| Sending the PIN in the same email as the link | Send it by a different channel |
| Uploading a whole year of files at once | Upload in batches of 20 |
10. Troubleshooting and FAQ
| Problem | Likely cause | Fix |
|---|---|---|
| I can't see the Upload File button | You are on the main storage page | Open a folder, then click Upload File |
| My file won't upload | File type not supported, or larger than 500 MB | Save it as PDF, JPG, PNG, DOC, DOCX, CSV, XLS or XLSX, and keep it under 500 MB |
| Only some files uploaded | More than 20 files selected | Upload in batches of 20 |
| Clicking a file does nothing | Files do not open as a preview | Use the file menu and select Download |
| My link settings didn't stick | Update Link was not clicked | Change the settings again and click Update Link |
| A recipient says the link doesn't work | Link expired, PIN wrong, or upload or download limit reached | Check the link settings, update them, and send the link again |
| A teammate can't upload or see files | Missing permission on that folder | Open User Permission for the folder, turn on Add or View, and click Save Changes |
| Storage is almost full | Close to the 5 GB limit | Download and remove files you no longer need |
Frequently asked questions
How much storage do I get?
5 GB. The Storage Used badge shows how much you have used.
Which file types can I upload?
PDF, JPG, PNG, DOC, DOCX, CSV, XLS and XLSX.
Can I upload a file without a folder?
No. Create a folder first, then upload inside it.
Does the person I request files from need an account?
No. They upload through the link you send.
How do I keep a shared link secure?
Turn on PIN Protection and set a Link Expiry. For shares, also set a Download Limit.
Can I control what my team can do?
Yes. Use User Permission on each folder to allow add, edit, view or delete.
Still need help?
Want help with Document Storage? Book a demo and our team will answer your questions. You can also contact our support team from your account.