Most upload problems on FilePile come from file type, size, monthly limits, or PDFs that need a clearer scan. This guide walks through fixes on the Upload and Processing tabs.
What this guide covers
Common errors, how to retry failed jobs, and when to open a Tasks review.
Before you begin
- PDF files ready (Dashboard accepts PDF only, not CSV or raw images).
- Active plan with remaining monthly allowance or credits.
Step-by-step: confirm file basics
- Open Dashboard (/dashboard) and check the usage bar.
- Verify the file extension is
.pdf(scanned PDFs are fine). - Open the PDF locally to ensure it is not password-locked or empty.
- Re-scan blurry pages if Tasks later report missing fields.
Step-by-step: retry a failed processing job
- Click the Processing tab.
- Find the row with Error or Failed status.
- Read the Details column message.
- Click Retry after fixing the issue (size, corruption, limit).
- Wait until status shows Completed, then check Ledger.
Common issues and fixes
| Symptom | Likely cause | Fix |
|---------|--------------|-----|
| Upload button disabled | Monthly cap reached | Upgrade, buy credits, or wait for reset |
| "Not a PDF" | Wrong file type | Export bill as PDF from vendor portal |
| Stuck on Processing | Large scan queue | Wait; Pro/Business get priority processing |
| Missing vendor in Ledger | OCR could not read fields | Complete the Tasks form beside the PDF |
| Duplicate warning | Same bill already filed | Skip unless it is a revised invoice |
Step-by-step: get help from Tasks
- Open the Tasks tab when a badge appears.
- Fill required fields FilePile could not read automatically.
- Save and return to Ledger to confirm the row is complete.
What you should see
- Successful jobs moving from Processing to Completed.
- New rows in Ledger and folders in Browse.
- Usage bar incrementing only for completed invoices.
Tips and common issues
- Do not upload on the Processing tab; use Upload only.
- Split huge multi-hundred-page PDFs per invoice when vendors bundle many bills.
- Email Invoice Inbox forwards follow the same rules as manual uploads.
- Contact support with the processing job ID if retries keep failing on a valid PDF.
Related guides
Tip: Fix the first failed PDF before uploading a large batch so the same error does not repeat dozens of times.
Frequently asked questions
Can I upload from mobile?
Use the mobile browser on /dashboard Upload tab with PDF files saved on device.
Why did only some files in a batch fail?
Each PDF processes independently. Retry failed rows individually.
Who do I contact with a job ID?
Support from the help link with the Processing row details copied.
Upload tab reference
| Status | Meaning |
|--------|---------|
| Pending | Waiting in queue |
| Processing | AI extraction running |
| Completed | In Ledger and Browse |
| Error | Retry after fixing cause |
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.
Plan limit clarity
When uploads silently refuse, check the usage bar before assuming corruption. Free plan 25 invoices/month is the most frequent non-technical block new users hit during first bulk migration.
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.