After you upload PDFs, FilePile queues each file for AI extraction on the Processing tab. You watch jobs move from Pending through Processing to Completed, or retry when a row shows Error.
What this guide covers
Queue statuses, batch progress, retries, duplicate warnings, and how completed jobs appear in Ledger and Browse.
Before you begin
- At least one PDF uploaded on the Upload tab.
- Active Free, Pro, or Business plan with processing allowance remaining.
Step-by-step: monitor the queue
- Open Dashboard (/dashboard).
- Click the Processing tab in the Invoice workspace card.
- Read the table columns: File, Status, #, Details, and actions.
- Watch the batch progress bar when multiple files are running.
- Stat pills show counts for Pending, Processing, and completed jobs.
Step-by-step: handle errors and retries
- Find a row with Error or duplicate status.
- Read the Details column for the reason (file type, limit, OCR issue).
- Fix the underlying issue on the original PDF or plan limit.
- Click Retry on that row.
- Wait until status becomes Completed, then verify Ledger.
Step-by-step: when Tasks open
- If extraction cannot read required fields, the job may complete with a Tasks badge.
- Open the Tasks tab beside Processing.
- Fill missing vendor, amount, or due date next to the PDF preview.
- Save and confirm the row in Ledger is complete.
What you should see
- Nothing waiting to process when the queue is empty.
- Completed rows that match new Ledger entries and Browse folders.
- Error rows with a human-readable Details message and Retry button.
- Duplicate warnings when the same bill was already filed.
Tips and common issues
- Do not upload on Processing; use Upload only.
- Pro and Business plans get priority when the queue is busy.
- Large scanned PDFs may take longer; wait before retrying.
- Pair with Duplicate invoice detection when vendors resend the same bill.
Related guides
Tip: Clear Error rows before uploading a large batch so you can spot new failures quickly.
Status reference
| Status | Meaning |
|--------|---------|
| Pending | Waiting in queue |
| Processing | AI extraction running |
| Completed | In Ledger and Browse |
| Error | Fix cause and Retry |
| duplicate | Same bill already on file |
Frequently asked questions
Why is my file stuck on Pending?
The queue may be busy. Pro and Business plans process faster during peaks.
Does Processing change my PDF?
FilePile reads and files the PDF; original files stay in your sorted archive.
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.
Email inbox queue
PDFs forwarded to your Email Invoice Inbox appear on Processing the same way as manual uploads. One queue handles every entry path.
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.