Invite colleagues to upload, review, or view invoices without sharing your password. FilePile roles control who can upload PDFs, approve bills, or read reports.
What this guide covers
Role types, sending invitations, and what each teammate can do on Dashboard and Business HQ.
Before you begin
- Owner access on a Pro or Business account (team features require a paid plan).
- Teammate email addresses ready for invites.
Step-by-step: open team settings
- Log in and go to Team (/account/team).
- Review current members and pending invitations.
- Note which profile each person can access if you use multiple profiles.
Step-by-step: invite a teammate
1. Click Invite member.
2. Enter their work email.
3. Choose a role:
- Owner: full billing and team control.
- Manager: uploads, tasks, approvals on Business, cannot change billing.
- Uploader: upload and process PDFs, limited billing views.
- Viewer: read-only ledger and browse.
- Accountant: exports and reports, no uploads.
- Send the invite. They accept from email and sign in at /login.
Step-by-step: adjust or remove access
- Return to Team when someone's duties change.
- Click Edit beside their name to change role or profile access.
- Click Remove when they leave the company.
- Removed users lose access immediately.
What you should see
- Pending invites listed until accepted.
- Each member's role badge on the team table.
- Uploaders seeing Upload and Processing tabs; viewers seeing Ledger and Browse only.
Tips and common issues
- Give accountants the Accountant role instead of Owner so they cannot change payment methods.
- Managers on Business can clear Tasks and run Approval Workflows.
- Never share the Owner password; invites are free and auditable.
- Review the team list quarterly like you would an access control spreadsheet.
Related guides
Tip: Match FilePile roles to job titles so new hires get the same access every time.
Role comparison
| Role | Upload | Approve | Billing | Export |
|------|--------|---------|---------|--------|
| Owner | Yes | Yes | Yes | Yes |
| Manager | Yes | Business | No | Yes |
| Uploader | Yes | No | No | Limited |
| Viewer | No | No | No | Read |
| Accountant | No | No | No | Yes |
Frequently asked questions
Can I have two Owners?
Yes, but limit Owner count to people who truly need billing access.
Do viewers see Tasks?
Viewers typically see Ledger and Browse only unless you promote their role.
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.
Onboarding new finance hires
Day one: invite as Accountant or Manager, assign profile, link /docs/team-roles and /docs/sorted-folder-structure. Day two: walk through Browse ZIP export on their role.
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.