What this guide covers
This guide is designed for accountants, bookkeepers, and business owners who use FilePile to manage their vendor invoices. It explains how to use the accounting export hub to generate financial data exports compatible with major accounting software like QuickBooks, Xero, and Sage. By following these steps, you will learn how to prepare your data, select the correct parameters, and download the necessary CSV files to streamline your monthly financial reconciliation processes.
Before you begin
To access the accounting export hub and its advanced features, you must have an active FilePile Pro or Business plan. The Free plan allows for basic invoice processing, but exporting data for accounting software requires a paid subscription. Before you start the export process, ensure you have uploaded your vendor invoices as PDF files. FilePile supports PDF uploads, including scanned documents. You should also verify that your invoices have finished processing in the Dashboard and are visible in the Browse tab. If you are on the Business plan, ensure that any billing details verification tasks in the Tasks tab have been resolved so that your export data is accurate.
Step-by-step instructions
Follow these detailed steps to navigate the FilePile interface and export your accounting data.
- Log in to your FilePile account by visiting filepile.co/login and entering your credentials.
- Open the Dashboard from the left dark sidebar to review your current processing status.
- Click the Process tab on the Dashboard to ensure all your recent PDF invoices have been successfully uploaded and processed. If any jobs have failed, retry them before proceeding to the export.
- Click the Browse tab on the Dashboard to confirm that your invoices are correctly sorted by vendor and month. This step ensures that the data you are about to export is complete and organized.
- Navigate to the Business HQ by clicking Business HQ in the left dark sidebar. This section houses your financial command centers.
- Locate the Accounting Export Hub panel within the Business HQ page. This panel is specifically designed for generating financial exports.
- Click the Accounting Export Hub panel to open the export configuration screen.
- Select your target accounting software from the available options. You can choose between QuickBooks, Xero, or Sage to ensure the CSV format matches the import requirements of your specific system.
- Use the date picker to select the specific date range for the export. You may choose a custom range or select preset options like "Last Month" or "This Quarter" to capture the relevant financial period.
- Review any additional filter options if applicable, such as filtering by specific vendors or categories, to narrow down the data set.
- Click the Generate Export button to process your request. FilePile will compile the invoice data into the specified format.
- Wait for the system to confirm the export is ready, then click the Download CSV button to save the file to your local computer.
What you should see
After clicking Generate Export, you should see a success message indicating that your file is ready. The downloaded CSV file will contain columns for invoice date, vendor name, invoice reference number, total amount, and tax category, formatted specifically for the software you selected. Within the Business HQ, you will also see the Vendor Payment Command Center nearby, which displays open bills, total due amounts, and a 30-day cash outlook based on your uploaded invoices. This view helps you cross-reference your export data against your upcoming payables. If you are on the Business plan, you may also see the VAT & Tax Compliance Reports panel, which provides quarterly category summaries that complement your accounting export.
Tips and common issues
- Recurring vendor detection: FilePile automatically detects recurring products after you upload at least two monthly invoices for the same vendor or product. You do not need to manually register these vendors in a separate setup wizard. For recurring services, simply upload this month's PDF when it arrives. The Recurring products section on the Dashboard will show a checkmark for the current month once the invoice is received.
- Marking payments: Do not click Mark paid for auto-detected recurring products. Uploading the invoice is how you confirm payment for these services. The Mark paid button on the Dashboard is optional and intended only for one-off vendor bills in the Upcoming vendor payments card that you want to clear from the open list manually.
- Empty export files: If your CSV export is empty, check the Browse tab to ensure invoices exist for the selected date range. Also, verify that your invoices are not stuck in the Process queue or flagged in the Tasks tab due to missing fields.
- Payment Command Center: Remember that the Vendor Payment Command Center located at /account/business does not have a separate form to enter payment dates and amounts. It relies on the due dates extracted from your uploaded PDFs to calculate the 30-day outlook.
- Billing verification: If you are on the Business plan, FilePile compares each invoice's bill-to details with your Company details. If there is a mismatch, a task is created in the Tasks tab. You must resolve these by either removing the invoice or providing an explanation and proof images before exporting to ensure your records match your profile settings.
Why FilePile
FilePile simplifies the chaotic process of managing vendor bills by automating the most tedious tasks. Unlike manual entry systems, FilePile auto-detects recurring vendors, eliminating the need for complex setup wizards. The platform provides a centralized Business HQ where you can view open bills, manage budgets, and access the accounting export hub without switching between different tools. By supporting scanned PDFs and automatically sorting files into vendor and month folders, FilePile ensures that your financial data is always organized and ready for reconciliation. Whether you need to track upcoming payments in the Vendor Payment Command Center or generate reports for tax compliance, FilePile provides the efficiency and accuracy your business needs.
Getting started with FilePile
Ready to streamline your accounting workflow? Sign up today to experience the power of the accounting export hub and automated invoice processing. Visit /register to create your account and choose the plan that fits your business needs.