Uploading vendor PDFs on the Upload tab is how every invoice enters FilePile. The Dashboard accepts PDF only (including scanned bills), sorts each file by vendor and month, and extracts amounts and due dates automatically.
What this guide covers
Drag-and-drop uploads, file size limits, monthly allowances, batch uploads, and what happens after you submit files.
Before you begin
- Free, Pro, or Business plan with remaining monthly invoice allowance or credit packs.
- PDF files ready (not CSV, Word, or image-only uploads on the Dashboard).
- Uploader, Manager, or Owner role (Viewers cannot upload).
Step-by-step: upload one or many PDFs
- Log in at /login and open Dashboard (/dashboard).
- In the Invoice workspace card, click the Upload tab (not Processing).
- Drag PDFs into the drop zone or click to browse your computer.
- Watch the upload summary for successes and any per-file errors.
- Switch to Processing to see each file move from pending to completed.
- Open Ledger and Browse once jobs finish.
Step-by-step: stay within plan limits
- Check the usage bar on Dashboard (for example 18/25 on Free).
- If you are near the cap, buy credits or upgrade at /account/subscription.
- Each completed invoice counts toward your monthly allowance.
- Failed uploads that never complete do not consume a slot.
What you should see
- Drop PDF invoices here zone with max file size and monthly usage shown below.
- Upload results listing each filename and status.
- New rows on Processing with Pending then Completed status.
- Sorted folders under Browse like
VendorName/Invoices/June_2026/.
Tips and common issues
- There is no Upload tab; always start on Upload.
- Forward PDFs to your Email Invoice Inbox on Business HQ instead of manual upload when convenient.
- For recurring subscriptions, upload the monthly PDF; you do not click Mark paid on Dashboard.
- See Troubleshooting uploads if files fail repeatedly.
Related guides
Tip: Upload last month's vendor PDFs in one batch so charts and due-date lists populate immediately.
Frequently asked questions
Can I upload CSV bills?
Dashboard upload accepts PDF only. Use Accounting Export Hub import for QuickBooks, Xero, or Sage CSV on paid plans.
What is the max file size?
Your plan sets the per-file MB limit shown under the upload zone.
Can I add an invoice without a PDF?
Owners and uploaders can click Add without a PDF on the workspace header for manual ledger 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.
Batch upload habit
Queue ten PDFs on Upload, then watch Processing until the batch progress bar finishes. Fix any Error rows before uploading the next batch so the same issue does not repeat.
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.