The vault

Statuses & workflow

Every vault document goes through a lifecycle of six statuses. This page explains what each status represents, who can move it forward, and how the workflow protects the quality of the data exchanged with your accounting firm.

Updated on August 14, 2026

The six statuses

Each status has a dedicated color that you'll find identically inside the app.

Draft
Your workspace. The document is freely editable, you can add or remove files. The agency doesn't see it as long as it stays in draft.
Pending
The document has been submitted to the agency and is waiting to be processed. Files are locked to preserve the integrity of the submitted document.
Action required
The agency is asking you to take action — fill in a field, add a missing item, provide an explanation. A note from the agency tells you exactly what to do.
Action completed
You have responded to the agency's request. The document goes back for verification.
Rejected
The agency rejected the document — illegible, wrong document, incorrect amount. A note explains why. You can fix it and resubmit it in one click.
Processed
The accounting work is done. The document is archived and remains accessible indefinitely.

The lifecycle at a glance

The nominal path starts in draft and ends in processed. Rejection and action requests are branches that loop back.

DraftPendingProcessed

Rejected

PendingRejectedResubmit in one clickPending

Action required

PendingAction requiredAction completedProcessed

Client-side transitions

Here is what you, as a user of the client business, can trigger.

From	To	Action
Draft	Pending	Submit the document to the agency.
Pending	Draft	Pull back the document to edit it before the agency processes it.
Action required	Action completed	Mark as completed once you have responded to the request.
Action completed	Draft	Move back to draft if you want to change your response.
Rejected	Pending	Resubmit directly, without going back through draft.
Rejected	Draft	Move back to draft to edit the document before resubmitting it.
Processed	Draft	Reopen an already-processed document if a late correction is needed.

Agency-side transitions

On the agency side, transitions are broader since the agency validates the quality of every document.

From	To	Action
Draft	Pending	Share a document the agency wrote itself.
Draft	Action required	Request an action from the client (mandatory explanatory note).
Pending	Action required	Redirect a received document that needs a client correction.
Pending	Rejected	Reject a document that is not acceptable (mandatory note).
Pending	Processed	Validate and close out the processing of the document.
Action completed	Processed	Validate the client's response and close out the processing.
Action completed	Rejected	Refuse the response provided by the client.
Any status	Draft	Reopen the document to rework it on the agency side.

Transitions to Action required and Rejected require an agency note. The note is displayed prominently to the client so they know exactly what to do.

Locked statuses

Four statuses lock the content of the document: Pending, Action completed, Rejected, and Processed. As long as the document is in one of these statuses, no one can add or remove files. This rule protects the integrity of the document as it travels between the two sides.

Client and agency

If a folder has its status tracking disabled, these locks don't apply — documents in it remain editable at all times.

Resubmit in one click

When your agency rejects a document, you don't need to go back through draft to fix it. Edit what needs to change (file, name, tags) then click "Resubmit": the document goes straight back to Pending and the rejection note is cleared. That's the Rejected → Pending transition, shortened to avoid an unnecessary round trip.

The agency is notified of a resubmission the same way it was notified of the first submission, but the activity log marks it as a resubmission after a rejection.

Notifications

Some transitions automatically notify the other party: submission or resubmission by the client, action request or rejection by the agency. Other transitions stay in the activity log without interruption.