Managing multiple profiles

One FilePile login can run several businesses or projects as separate profiles. Each profile has its own sorted archive, usage meter, and dashboard stats without mixing vendors between entities.

What this guide covers

Creating profiles, switching the active profile on Dashboard, and when to use profiles instead of team roles.

Before you begin

Pro or Business plan for multiple profiles (Free includes one profile).
Account Owner or manager role to add profiles.

Step-by-step: open profile settings

Log in at /login.
Click Profiles in the left sidebar (/account/profiles).
Review the list of profiles tied to your account.
Note which profile name appears on Dashboard at the top.

Step-by-step: add a new profile

On Profiles, click Add profile.
Enter a short name your team will recognize (for example "West Coast LLC").
Optionally set a default currency or address if it differs from your main company.
Save the profile.
Switch to it from the profile picker on Dashboard or from the Profiles page.

Step-by-step: upload into the correct profile

On Dashboard (/dashboard), confirm the active profile name in the hero section.
Open the Upload tab and add PDFs.
Open Browse to verify files filed under that profile's tree only.
Repeat for each business you manage, switching profiles before each batch.

What you should see

Separate folder trees per profile under Browse.
Usage bar counts invoices for the active profile's plan allowance.
Tracked spend and charts scoped to the profile you selected.

Tips and common issues

Switch profiles before uploading so vendors never land in the wrong books.
Pair profiles with Team roles so bookkeepers see only their assigned entity.
Company details at /account/company apply to verification tasks for the active business context.
Downgrading to Free may limit you to one profile; export ZIPs before removing extras.

Related guides

Tip: Name profiles the way they appear on tax returns so accountants instantly know which archive to open.

Frequently asked questions

How many profiles can I add?
Depends on plan. Free allows one; Pro and Business allow multiple.

Do profiles share billing?
One FilePile subscription bills the account; usage meters per profile.

Can one user access all profiles?
Owners yes; you can limit managers and uploaders per profile on Team.

Naming examples

Main Street Bakery LLC
Consulting - 1099 projects
Property - Oak Ave

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.

Switching reminder

The profile name in the Dashboard hero must match the entity you are filing before every upload batch. Many filing mistakes are simply uploading to the wrong profile context.

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.