Overview
The Gallery is your central hub for browsing and managing all store media — receipts, documents, AI-generated images, and uploaded files. Access it from Media > Gallery in the sidebar.
Browsing Files
The Gallery displays files in a Google Photos-style grid, grouped by date. Use the source tabs to filter:
- All — Everything from all sources
- Receipts — Receipt images from the Document Inbox, Telegram, goods receipts, expenses and cash in/out slips
- AI Generated — Images created with the AI Image Generator or Image Studio
- Documents — Employee docs, contracts, and general uploads
Click any image to open the lightbox for a larger view. From the lightbox, you can:
- View file details (info icon)
- Send to social media (send icon)
- Use as AI reference in Image Studio (stars icon) — opens Image Studio with the image pre-loaded as a reference
Uploading Files
Click the green Upload button or drag and drop files anywhere on the page.
Quality Choice
When uploading images, choose between:
- Original — Keeps the full-resolution file as-is
- Compressed — Converts to WebP format for smaller file sizes (recommended for most use cases)
Bulk Upload
You can select hundreds or thousands of files at once. The system uses a concurrent upload queue (3 files uploading simultaneously) with per-file progress tracking. You'll see:
- Upload progress for each file
- Total uploaded / remaining count
- File type icons to identify each file
Duplicate Detection
Before uploading, the system checks for files with the same name already in your gallery. If duplicates are found:
- Skip — Don't upload this file
- Replace — Upload and overwrite the existing file
- Skip All / Replace All — Apply your choice to all remaining duplicates at once
Other non-duplicate files continue uploading while you decide.
Selecting & Batch Actions
You can start selecting from anywhere in the grid — there is no need to scroll back up to the Select button.
- Hover a photo and a round check appears in its top-left corner. Click it to select that file. The Gallery switches into selection mode by itself.
- Hover a date heading (Today, Yesterday, Oct 3…) and a select-all button appears at the right end of the row. Click it to select every file from that day; click again to deselect them. The button stays visible while anything in that day is selected and turns blue once the whole day is selected.
- While selecting, click any tile to add or remove it.
- The Select button at the top still works the old way, and on phones and tablets it is the way in, since there is no hover.
The action bar at the bottom of the screen appears as soon as the first file is picked and disappears when you deselect the last one. It also has Select All for every file currently loaded, and an × to leave selection mode.
Available Batch Actions
- Image Studio — Send selected images to Image Studio as reference images for AI generation
- Download — Download the selected files
- Move to Store — Copy or move files to another store you own
- Delete Selected — Permanently delete selected files
Move to Store
Transfer files between your stores:
- Select the files you want to move
- Click Move to Store in the action bar
- Choose the destination store
- Select Copy (keep originals) or Move (remove from current store)
- Optionally enable Skip Duplicates to avoid re-uploading files that already exist in the target store
Large transfers are processed in batches of 50 files with a progress bar.
Image Studio Integration
You can send gallery images directly to the Image Studio to use as reference images for AI image generation:
- From the lightbox: Click the stars icon to send the current image
- From batch select: Select multiple images, then click Image Studio in the action bar
The images will appear as reference thumbnails in Image Studio's poster generation form.
Storage Cleanup
Click Cleanup in the storage bar at the top of the Gallery to open the Storage Cleanup page. It shows your usage bar and five tabs that each surface a different kind of file you may want to remove. You need the gallery upload permission (or be the owner) to open it.
- Overview — how much space each file type uses: receipts, product photos, employee documents, AI images, videos and so on.
- Largest Files — the biggest files in your storage. Deleting a few of these frees the most space.
- Unlinked Receipts — receipt images that are not attached to any expense, goods receipt or journal entry. These are safe to delete if you no longer need them.
- Old Files — unlinked receipts and store files older than six months.
- Duplicates — runs the receipt duplicate scan the moment you open the tab (use Scan again after you make changes). Receipts are grouped when they share a reference number, the same supplier + date + amount, or the same file name. Receipts linked to an approved transaction are marked Protected and cannot be deleted from here. This tab needs the accounting permission.
In the Largest, Unlinked and Old tabs, tick the files you want to remove (or Select all) and click Delete; the button shows how many files and how much space you are about to free. The lists and the usage bar refresh after every delete, so you can keep going until you are under your limit. Each row has an open-in-new-tab icon if you want to check a file first.
The page remembers which tab you were on, so refreshing the browser brings you back to the same list.
Storage Limits & Upgrading
Your storage usage is shown in the bar at the top of the Gallery. Every store gets 5 GB free. Everything in the Gallery counts: receipts, product photos, employee documents, AI images, videos and uploads. Deleting a file frees its space right away.
Going over the limit
When you pass your limit the Gallery, the document inbox and AI image generation lock immediately. Uploads keep working for a 14-day grace period, then they stop too. The storage bar tells you how many grace days are left. Either free up space from Cleanup or upgrade your plan; access comes back as soon as your usage fits the limit again.
The Storage Plan page
Click Manage Storage in the storage bar to open the Storage Plan page. It shows your current plan and usage, then one card per tier — Free 5 GB, 35 GB, 2.5 TB and 8 TB — with the monthly price and its peso equivalent. Your current tier is marked Current; a tier smaller than what you already use is flagged, because switching to it would leave the Gallery locked.
To upgrade (store owners only):
- Pick a tier.
- Choose how many months to pay in advance (1 to 12) and apply a promo code if you have one.
- Check the Due today amount. Your first payment covers only the days left in your current billing cycle, then the plan renews monthly on your usual billing date.
- Click Upgrade storage, review the breakdown, and pay with Credits (if your store credit balance covers it) or with Card through Maya.
Only one storage plan is active at a time — picking a new tier replaces the current one. To cancel a paid plan and return to the free tier, open Billing from the sidebar and use Cancel on the storage subscription. Staff who are not the owner can open the page to see the plans and jump to Cleanup, but cannot buy.