Account security

Your FilePile account holds sorted vendor PDFs, company details, and billing data. A few minutes on the Security page help you keep sign-in safe and spot unu...

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Account security

Your FilePile account holds sorted vendor PDFs, company details, and billing data. A few minutes on the Security page help you keep sign-in safe and spot unusual activity early.

What this guide covers

Password changes, login history review, and everyday habits that protect your invoice archive and team access.

Before you begin

  • You must be signed in as the account Owner or a user with security access.
  • Open Security from the left sidebar after logging in at /login.

Step-by-step: change your password

  1. Go to Security in the account section of the sidebar.
  2. Enter your current password.
  3. Type a new password that is at least 12 characters and unique to FilePile.
  4. Confirm the new password and click Save.
  5. FilePile signs out other sessions when the password changes.

Step-by-step: review login history

  1. On the same Security page, scroll to Recent sign-ins.
  2. Check dates, locations, and devices against what you expect.
  3. If you see an unfamiliar entry, change your password immediately.
  4. Contact support if you cannot regain access to your email.

Step-by-step: protect team accounts

  1. Open Team (/account/team) if you invite colleagues.
  2. Give each person only the role they need (see Team roles).
  3. Remove departed employees from the team list promptly.
  4. Ask managers to use their own login instead of sharing the owner password.

What you should see

  • A success message after password updates.
  • Login history rows with approximate location and browser labels.
  • No shared credentials stored in FilePile (each invitee has their own email login).

Tips and common issues

  • Use a password manager so every teammate has a strong unique password.
  • Bookmark /login and avoid typing your password on public Wi-Fi without a VPN.
  • Enable notification emails under Notifications so billing and security alerts reach you.
  • FilePile never asks for your password by email. Report phishing to support.

Related guides

Tip: Review login history once a month the same way you reconcile bank statements.

Frequently asked questions

Can I enable two-factor authentication?
Check Security for the latest options FilePile supports on your account.

What if I forgot my password?
Use Forgot password on /login and follow the email reset link.

Do teammates share one login?
No. Each invitee should use their own email. Shared passwords bypass audit trails.

Incident response

  1. Change your password on Security.
  2. Review Recent sign-ins for unknown devices.
  3. Remove unfamiliar users on /account/team.
  4. Contact support with approximate time of suspicious activity.

Scenario walkthrough

Imagine it is the 28th of the month. You log in at /login, land on Dashboard (/dashboard), and scan the stat tiles: Tracked spend, Estimated tax (if on Business), Account credit, and Open invoices for your FilePile subscription. You open the Upload tab, add any PDFs that arrived today, then switch to Processing until each row shows completed. You check Ledger for amounts and Browse for folder paths. If Business HQ (/account/business) applies to your plan, you open the relevant panel next. Finally you visit /docs if you need a deeper guide.

Glossary (FilePile terms)

  • Dashboard: main workspace at /dashboard with Upload, Processing, Ledger, Tasks, Browse tabs.
  • Business HQ: owner tools at /account/business including Payment Command Center, Email Invoice Inbox, Spend Budgets, Approval Workflows, Bank Reconciliation, Tax estimates, Executive P&L, and Accounting export/import.
  • Profile: separate business archive under one login; see /account/profiles.
  • Ledger: searchable table of processed vendor invoices.
  • Tasks: review queue for missing fields or billing mismatches.

Keyboard and navigation habits

Use the left sidebar consistently: Dashboard for daily PDF work, Business HQ for payables and reporting, Reminders at /account/reminders for email preferences, Help center at /docs for articles like this one. The Invoice workspace never uses a tab named Process; uploads always start on Upload.

When to contact support

Contact support if a valid PDF fails after three retries on Processing, if team invites never arrive, if billing charges look incorrect on /account/invoices, or if Business HQ panels stay locked after a confirmed upgrade. Include your account email, active profile name, and screenshot of the error row.

Record-keeping reminder

FilePile sorts and extracts PDFs you provide. It does not replace professional tax, legal, or accounting advice. Keep original vendor emails and bank records alongside your FilePile Browse archive for audit readiness.

Billing role caution

Only Owners should store cards on /account/payment-methods. Managers and uploaders can sort PDFs without access to subscription checkout, reducing fraud surface when laptops are shared in the field.

Quick reference card

| Item | Value |
|------|-------|
| Login | /login |
| Register | /register |
| Dashboard | /dashboard |
| Business HQ | /account/business |
| Company | /account/company |
| Reminders | /account/reminders |
| Help | /docs |
| Plans | Free (25/mo), Pro, Business |
| Upload types | PDF only on Dashboard |
| Workspace tabs | Upload, Processing, Ledger, Tasks, Browse |

Keep this table handy when onboarding teammates so nobody searches for a Upload tab that does not exist.

Something inaccurate or outdated in this article?