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Frequently Asked Questions
Answers to the questions users ask most often about Regoxa — account access, each processing module, billing, and security. Questions are grouped by topic; use the search bar to jump straight to what you need.
TIP
Can't find your answer here? Check the module's own documentation page for step-by-step walkthroughs.
General & Getting Started
What is Regoxa?
Regoxa is an intelligent document processing platform that combines OCR-powered extraction, batch processing, spend analysis, and workflow automation. It covers everything from capturing and extracting data out of a single document to running high-volume batch pipelines across an organisation.
Which modules are available in Regoxa?
Every account gets Get Started, My Files, Extractor, Mercury, Spend Analyser, Template, and Workspace. Personal accounts also get a personal Settings module; organization accounts get Organization Settings and Regoxa For Organization instead. You can browse everything available to your account from the Modules page.
What does the Get Started page show me?
Get Started is your central dashboard after logging in. It gives you quick-action shortcuts (Upload Files, Create Template, Extraction, Export Data), a Recent Activities summary (documents processed, templates created, active users, exports generated), and Recent Workspace / Recent Template panels showing your latest work.
Account, Login & Sign Up
How do I create a Regoxa account?
Go to the sign-up page and register using a Form (name + email + OTP), Google, or Microsoft account — it takes under two minutes. After email verification you'll be asked for payment details, then you can choose Monthly or Yearly billing and click Start free trial (you won't be charged that day).
What login methods does Regoxa support?
Three: Form login (email + OTP), Google, and Microsoft. Google and Microsoft sign you in instantly using your already-signed-in account; Form login sends a one-time OTP to your registered email.
I didn't receive my sign-up OTP — what should I do?
Use Resend OTP on the verification screen. If the email address itself was wrong, click Change email, enter the correct address, and request a new code — note that requesting a new OTP invalidates the previous one.
Can I access Regoxa documentation without logging in?
Only the Login Setup section (sign-up, login, OTP verification, payment setup, and their video demos) is publicly accessible. Every other documentation page requires authentication — attempting to open one while signed out shows "Kindly login to view full documentation" with a Go to Login Page button.
My Files
What is My Files?
My Files is Regoxa's central document storage and file management system. Anything you upload here is automatically available in Extractor (via Import Files) and Template (via Create Template).
What file types can I upload to My Files?
PDF, images (PNG, JPG, WEBP), and ZIP files — via drag-and-drop or single/multi-file selection.
What's the difference between deleting a file and moving it to Trash?
Deleting a file sends it to Trash, where it's kept temporarily and can still be restored to its original location. Permanently deleting it from Trash cannot be undone.
Why can't I see "Shared with me" in My Files?
Shared with me is only visible on a Regoxa organization account (Team plan) — it won't appear on a personal-only account.
How much storage do I get?
Storage is allocated by your subscription plan (5 GB on the Personal and Team plans). You can monitor used vs. available storage from the My Files storage indicator or your account's General settings page.
Extractor
What is Extractor?
Extractor captures, uploads, and OCR-processes documents into editable, searchable, structured content — for both real-time capture and batch import.
What's the difference between Live Capture and Import Files?
Live Capture scans documents in real time through your camera (ideal for receipts, invoices, ID cards, and printed forms). Import Files uploads existing documents — invoices, receipts, forms, reports, or scanned PDFs — for OCR or template-based parsing.
What file types can I upload to Extractor?
Images (JPG, PNG, WEBP), PDF, scanned multi-page files, and live camera captures.
What is Deep Mode and when should I use it?
Deep Mode is an advanced correction pass that fixes common OCR mistakes (like O↔0 or I↔1), cleans up formatting, and validates dates and numbers. Use it for financial or legal documents where accuracy matters most.
What output formats can I save extracted data in?
TXT, XLSX, CSV, and JSON — results are also saved automatically to Workspace.
How does Bulk Capture work in Live Capture?
Bulk Capture automatically photographs a new page every 10 seconds (with a countdown and running page count) until you click Stop, generating OCR for each page captured.
What's the difference between "Extract Only Text" and using a template in Import Files?
Extract Only Text runs raw OCR with no structure. Select Template To Parse applies a predefined template to pull out specific structured fields (like Account Number or Opening Balance) instead of a plain text dump.
Mercury
What is Mercury, and how is it different from Extractor?
Mercury is Regoxa's batch document-processing module — it uploads, classifies, extracts, and exports data from multiple documents at once. Extractor is built for single-document/real-time OCR; Mercury is built for high-volume, multi-document workflows.
What's the Mercury processing workflow?
Upload Files → Classify Documents → Map Templates → Run Extraction → Review Results → Export Output.
What file types can I upload to Mercury?
PDF, JPG/PNG images, ZIP archives, and multi-page scanned files.
How does document classification work in Mercury?
Mercury automatically sorts uploaded documents into categories such as Bank Statement, KYC Document, Financial Report, Invoice, or Tax Document. You can manually re-assign a category at any time, and search or filter documents by type.
What export formats does Mercury support?
Excel and JSON. You can export as one Combined File (useful for reporting) or Separate Files by Type (useful for downstream integrations) — exported results also appear in Workspace.
Template
What is a Template used for?
A Template maps extraction fields directly onto specific areas of a document, so recurring formats — invoices, receipts, statements, forms — can be extracted the same way every time. As the docs put it: "One-time setup → repeated automated extraction."
How do I create a new template?
Open Template → Create Template, pick or upload a source document from My Files, then in the Template Editor draw a bounding box on the preview for each field, name it, choose an output format, and click Save Template with a template name and tag.
What output formats can a template field use?
Text, Date, Date and Time, Number, Currency, Table, or Image — each format applies its own validation (for example, Currency expects a monetary value).
Can I edit or reuse an existing template?
Yes. From Template Actions you can view, edit, duplicate, or delete any saved template, and reuse it across any document with a matching layout.
Spend Analyser
What is Spend Analyser?
Spend Analyser analyzes bank statement PDFs and turns them into financial insights — spending categories, monthly/daily trends, and account balances — through interactive dashboards and charts.
What file types can I analyze?
Bank statement PDFs — you can upload a single statement or multiple at once via drag-and-drop or manual selection.
What kind of insights does Spend Analyser generate?
Six dashboard views: Overall Credit vs Debit, Monthly Balance Trend, Daily Credit vs Debit, Spend by Category, Spend Distribution, and Monthly Spend Trend — with bar, pie, and line charts, filterable by bank, month, and year.
Can I save or export an analysis report?
Yes — use Save As to download the graphs, analysis report, and transaction summary. If you analyzed multiple statements together, you'll be asked which one to export.
Workspace
What is Workspace for?
Workspace is the centralized store for every file processed by Extractor and Mercury — the final stage of the document lifecycle, where you review, delete, re-download, or export results.
How do I find a specific document in Workspace?
Type a file name (or part of one) into the search box for instant filtering, or narrow the list using the Date, Module, or File Format filters — you can combine multiple filters at once.
What file formats can Workspace filter by?
XLS, CSV, JSON, XML, and TXT.
What happens when I delete a document from Workspace?
It's permanently removed and cannot be recovered — this applies to bulk deletes too, since they affect all selected documents at once. Double-check your selection before confirming.
How do I export documents from Workspace?
Select one or more documents and click Export. Regoxa packages them into a downloadable ZIP archive.
Credits
What are credits used for?
Credits are the metered usage unit consumed by OCR processing, data/AI extraction, classification workflows, automation, and API key usage.
Settings
How do I upgrade my plan, or add more credits?
From Settings → Billing & Plan, click Upgrade Plan, or use Manage Credit to add credits as a paid add-on — the pricing summary updates in real time before you confirm payment.
What payment methods are supported?
Credit/Debit Card or a Wallet (such as Amazon Pay). Only one payment method can be set as default at a time, and a default method must always remain available for an active subscription.
What happens if I cancel my subscription?
Your premium features stay active until the end of the current billing period, after which renewal stops. This action cannot be undone.
What MFA methods does Regoxa support for a personal account?
Authenticator App (Google Authenticator, Microsoft Authenticator, Authy, 1Password), Email OTP, and SMS Authentication.
How do I generate an API key?
From Settings → API Keys, click Create Key. Keep the generated key confidential — you can only copy it once at creation, so save it immediately.
Why can't I generate an API key?
API key generation requires an active subscription plan — without one, generation is disabled and no credits can be consumed through the API.
What third-party integrations does Regoxa support?
Google Drive, OneDrive, Google Cloud Storage, Azure Blob Storage, Cloudflare R2, and FTP/SFTP, plus a browser plugin available through the Connector Marketplace. If a connector you need isn't listed, you can submit a Request Plugin if enabled for your account.
Organization Settings
What does Organization Settings cover?
It's where an organisation member manages their own profile within the org — General (profile info, notification and appearance preferences), Account (role, team, organisation ID, and active sessions), Usage, Plugins & Integrations, and personal Multi-Factor Authentication.
What does the Account section show for an organisation account?
Your assigned Role, your Team, and your organisation's Organisation ID, plus a list of Active Sessions (device, location, created/updated time, status) with Sign Out per session or Log Out All Sessions to end them all at once.
Can I use Multi-Factor Authentication on my organisation account?
Yes — Authenticator App, Email OTP, SMS Authentication, and Recovery Options work the same way as on a personal account, but apply to your individual sign-in within the organisation. This is separate from the organisation-wide SSO/MFA security policy an admin can enforce under Regoxa For Organization → Security.
What third-party integrations does Regoxa support?
Google Drive, OneDrive, Google Cloud Storage, Azure Blob Storage, Cloudflare R2, and FTP/SFTP, plus a browser plugin available through the Connector Marketplace. If a connector you need isn't listed, you can submit a Request Plugin if your admin has enabled that option.
Regoxa For Organization
How do I invite a team member?
From Manage Team, use Invite by Email (must match your organisation's verified domain) or Invite by Existing Members to add someone already in the organisation to a specific team.
What's the difference between deactivating and removing a user?
Deactivate temporarily disables a user's access without deleting their account — they can be reactivated later. Remove User permanently deletes the user and their Regoxa account from the organisation.
What roles are available in Regoxa?
System roles (like Owner) are built-in and can't be modified or deleted. Custom roles are fully configurable by an admin — you set module-level permissions (Full Access, View, Create, Edit, Delete, Export) across modules like Live Capture, Parser, Templates, and Workspace. At least one custom role must exist before you can invite your first user.
Why can't I invite a user with their personal email address?
Invitations must use an email on your organisation's verified domain (for example, if your domain is test.org, invite name@test.org). This keeps membership scoped to your organisation.
How long do invitation links stay valid?
3 days. After that, you'll need to send a new invitation.
What are Audit Logs used for?
They give a centralized, filterable record of organisation-wide activity — sign-ins, MFA and access-control changes, exports, failed requests, and admin actions — for monitoring, compliance, and investigation. Logs can be exported as CSV, XLSX, JSON, or PDF.
Who can manage billing for an organisation?
Two access levels: Full Access (complete control over payment methods, invoices, subscriptions, and billing admins — typically the org owner) and Billing Admin (can manage payment methods, invoices, and subscriptions, but not full organisation control).
How do I upgrade my organisation's plan, seats, or credits?
From Organisation Settings → General / Billing & Plans, click Upgrade Plan, or use Manage Seats / Manage Credit to add seats or credits as paid add-ons — the pricing summary updates in real time before you confirm payment.
What payment methods are supported for organisation billing?
Credit/Debit Card or a Wallet (such as Amazon Pay). Only one payment method can be set as default at a time, and a default method must always remain available for an active subscription.
What MFA and SSO policies can my organisation enforce?
Under Security, an admin can require MFA organisation-wide (adding a Hardware Security Key / FIDO2-WebAuthn option on top of Authenticator App, Email OTP, and SMS) or enable SSO — the two are mutually exclusive, so SSO must be disabled before an MFA policy can be turned on, and vice versa.
How do I set up SSO for my organisation?
First verify your organisation's primary domain under Domain Security — SSO can only be enabled after that. Then configure your Identity Provider (Issuer/Entity ID, SSO Login URL, IdP IP address, and an X.509 certificate in PEM, CER, CRT, or P12 format), map IdP attributes (Email, Name, Role, Department) to Regoxa fields, and set your fallback authentication policy.
What is Domain Security and why do I need to verify a domain?
It confirms your organisation owns a given email domain (via a DNS TXT record, which can take up to 48 hours to propagate) so you can restrict sign-ins to verified domains, auto-provision new users from trusted domains, and enable SSO.
What is IP Access Control?
It lets an organisation explicitly allow specific IP addresses/ranges and/or explicitly restrict others — restricted IPs are denied access regardless of whether the user authenticates successfully.
How do I generate an organisation-level API key?
From Regoxa For Organization → API Key, click Create Key. Keep the generated key confidential — you can only copy it once at creation, so save it immediately.
Why can't I generate an API key?
API key generation requires an active subscription plan — without one, generation is disabled and no credits can be consumed through the API.