Every processed PDF lands in a predictable folder tree so you, your bookkeeper, and your tax preparer can find bills without searching email. FilePile builds this structure automatically from vendor names and due dates.
What this guide covers
Folder naming rules, where files live after processing, and how justification PDFs appear beside invoices.
Before you begin
- At least one invoice processed on Dashboard.
- Active profile selected if you use multiple profiles.
Step-by-step: open the sorted archive
- Log in and open Dashboard (/dashboard).
- Click the Browse tab in the Invoice workspace.
- Expand vendor folders in the left tree.
- Drill into Invoices then the month folder (for example June_2026).
How folders are organized
FilePile files each invoice under:
{Vendor}/Invoices/{Month_Year}/{invoice_reference}/invoice.pdf
- Vendor comes from the bill header.
- Month_Year uses the invoice due date (for example May_2026).
- invoice_reference is the number or ID read from the PDF when visible.
Business billing review may add expense-justification.pdf in the same reference folder.
Step-by-step: download one month
- In Browse, right-click or use the action menu on a month folder.
- On Pro and Business, choose Download ZIP for that folder.
- Extract the ZIP locally for your accountant.
Step-by-step: download everything (Business)
- Stay on the Browse tab.
- Click Download all sorted (ZIP) at the top (Business plan).
- See Bulk ZIP downloads for large archives.
What you should see
- One invoice.pdf per vendor bill.
- Optional expense-justification.pdf when you completed a billing mismatch task.
- Folder names that mirror how accountants expect vendor/month archives.
Tips and common issues
- If a vendor name is misspelled, fix it in Tasks before reprocessing or ask support about rename tools.
- Due date drives the month folder; wrong dates file bills into the wrong month.
- Browse is read-only; upload replacements on the Upload tab.
- ZIP exports respect your plan: single folders on Pro, full archive on Business.
Related guides
Tip: Send your accountant one month ZIP from Browse instead of forwarding individual emails.
Frequently asked questions
Can I rename a vendor folder?
Use support or correction workflows; names come from extracted vendor text.
Why is my invoice in the wrong month?
Due date on the PDF drives {Month_Year}. Fix dates in Tasks before reprocessing.
Are subfolders created per line item?
No. One folder per invoice reference with invoice.pdf inside.
Accountant handoff template
Send your bookkeeper:
- Month ZIP from Browse
- Link to Accounting Export Hub CSV if on Pro/Business
- Note active profile name if you run multiple entities
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.
Path example recap
Acme_Supplies/Invoices/June_2026/INV-1042/invoice.pdf is typical. Business verification adds expense-justification.pdf beside it when applicable. Teach teammates to search Browse by vendor first, month second.
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.