FilePile can email you before vendor invoices are due, when recurring PDFs are missing, or when plan limits approach. Control every reminder type from Reminders in your account settings.
What this guide covers
Reminder categories, enabling or disabling each type, and how reminders relate to Dashboard due dates.
Before you begin
- Verified email on your account.
- Open Reminders at /account/reminders.
Reminder types available
- Payment due soon: vendor bills with due dates in your ledger.
- Recurring invoice gaps: auto-detected subscriptions missing this month's PDF (Pro/Business).
- Open review tasks: invoices waiting in Tasks.
- Plan renewal and usage: subscription renewal and monthly invoice cap warnings.
- Reference emails for invoice dates on file (optional digest).
Step-by-step: configure reminders
- Log in at /login.
- Go to Reminders (/account/reminders).
- Check or uncheck each reminder category.
- Click Save settings.
- Send yourself a test if the page offers one.
Step-by-step: act on a payment due email
- Open the email and note vendor and due date.
- Click the link to Dashboard or Ledger.
- Pay the vendor through your bank as usual (FilePile does not move money).
- Upload the PDF on the Upload tab if you have not already.
What you should see
- Confirmation after saving reminder preferences.
- Emails only for categories you left enabled.
- Recurring gap emails listing products still Awaiting {month} upload.
Tips and common issues
- Reminders reference due dates from processed PDFs; upload bills early for accurate timing.
- Turn off payment due emails if you only want recurring gap alerts.
- Add accounts payable aliases to your contact list so messages never hit spam.
- Reminders do not replace Approval Workflows on Business.
Related guides
Tip: Enable recurring gap emails on Pro so missing subscription PDFs surface before month-end close.
Frequently asked questions
How far before due date is "due soon"?
Configured in reminder settings; typical windows are a few days before due.
Can I stop all email?
Uncheck every category on /account/reminders and save.
Do reminders mean I must pay through FilePile?
No. Pay vendors normally; upload PDFs for your records.
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.
Spam filtering
Add FilePile reminder senders to allow-lists. Missing a recurring gap email is the most common reason auto-detected subscriptions lack a month upload when books close.
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.