FilePile learns which vendor products repeat after you upload at least two monthly invoices for the same service. You do not upload at least two monthly PDFs so FilePile auto-detects recurring products. Upload each month's PDF when it arrives; the Dashboard shows a checkmark when that month is received.
What this guide covers
How auto-detected recurring products work, where to see them, and how month-end reminder emails fire when a PDF is still missing.
Before you begin
- Pro or Business plan for recurring gap emails.
- At least two prior monthly uploads per vendor product so FilePile can detect the pattern.
- PDF uploads only on the Upload tab (not CSV).
Step-by-step: see recurring products on the Dashboard
- Log in and open Dashboard (/dashboard).
- Scroll to Upcoming vendor payments / Monthly uploads.
- Read the Recurring products section (Pro and Business).
- Each row shows vendor, product, next due date, and status for the current month.
- After you upload this month's PDF, the row shows a checkmark for the month label (for example June 2026).
Step-by-step: upload to mark a recurring month complete
- On Dashboard, open the Upload tab in the Invoice workspace.
- Drag the vendor's PDF into the upload zone (or click to browse).
- Open the Processing tab to watch the queue until the job completes.
- Return to Upcoming vendor payments and confirm the recurring row now shows the month checkmark.
- Do not click Mark paid for auto-detected recurring products.
Step-by-step: enable month-end gap emails
- Open Reminders from the left sidebar (/account/reminders).
- Check Recurring invoice gaps.
- Click Save settings.
- At month end, FilePile emails you if an auto-detected product had no upload in the last 30 days.
What you should see
- Awaiting {month} before upload; checkmark after the PDF is processed.
- Month-end email listing only missing auto-detected products, not manual entries.
- No separate Recurring tab on the Dashboard (recurring rows live under vendor payments).
Tips and common issues
- Use Edit on a recurring row to change the due day; Remove drops a bad auto-detection.
- Forward PDFs to your Email Invoice Inbox so bills queue without manual upload.
- FilePile never creates invoices for you; reminders only nudge you to upload real PDFs.
- Free plan shows invoice dates on file as a reference list without recurring gap emails.
Related guides
Tip: Your monthly habit is upload the PDF; FilePile tracks receipt automatically.
Frequently asked questions
Can I add a recurring vendor manually?
No. FilePile auto-detects after two monthly PDF uploads for the same vendor and product.
Why did detection stop?
If you skipped months or changed product names on bills, upload two consecutive months again or use Edit on the row.
Does Mark paid clear recurring items?
No. Upload the monthly PDF instead. Mark paid is for optional one-off bills only.
Month-end checklist
- Upload every auto-detected subscription PDF.
- Confirm checkmarks for the current month label.
- Enable Recurring invoice gaps under /account/reminders.
- Review the month-end email for any Awaiting rows.
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.
Alignment with Reminders
Open /account/reminders and enable Recurring invoice gaps alongside any Payment due soon emails you still want. The Dashboard recurring section and reminder emails always reference the same auto-detected product list.
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.