Read how sorting, charts, AI, and owner tools fit together. Each section shows where it lives in the app, with deeper detail only when you want it.
Get PDFs into FilePile from your desktop, email, or a quick manual entry when you do not have a file.
Drag files onto the Upload tab or pick them from your computer. Digital and scanned PDFs land in the same processing queue, so your bookkeeper can clear a backlog without switching tools.
On Pro and Business, each profile also gets a private email address. Forward vendor messages and the attachments queue automatically with the same rules as a manual upload.
Email invoice inbox Scanned invoice support
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Petty cash, lost receipts, and one-off payments can be entered manually with vendor, amount, and due date. They appear in your ledger and charts beside uploaded invoices.
Manual rows count toward your monthly invoice limit and receive categories the same way sorted PDFs do, so reports stay complete even when paperwork is thin.
Manual expense entry
| Vendor | Category | Amount |
|---|---|---|
| Shopify | E-commerce | $1,284.00 |
| Adobe | Software | $54.99 |
| FedEx | Shipping | $312.40 |
AI reads each invoice, flags problems, and files everything into vendor and month folders.
FilePile extracts vendor, totals, due dates, invoice numbers, and line items from digital text or OCR on scans. Amounts convert to your account currency for charts while the original currency stays on the row.
The Processing tab shows each job moving from pending to completed. When something fails, you retry with one click. Duplicates are flagged against existing ledger rows so monthly totals stay honest.
Processing queue Duplicate detection Scanned invoice support
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Completed invoices file into Vendor → Month folders that match what accountants expect. Browse mirrors the same tree with quick PDF links, including expense justification documents when you generate them.
If a required field is missing, you get a review task with the PDF on screen. Fix the value once and the invoice completes. Categories are assigned from product details, with optional bulk backfill on paid plans.
Auto-filing Auto-categorization
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Search, filter, and open every invoice from tables and folder views.
The ledger lists vendor, category, due date, amount, and invoice ID for every row. Open the stored PDF in the built-in viewer without downloading, or delete rows you no longer need.
Converted amounts use your account currency while the original figure stays visible for foreign vendors. Payment status helps you see what is still open on file.
Expense ledger Built-in PDF viewer
| Vendor | Category | Amount |
|---|---|---|
| Shopify | E-commerce | $1,284.00 |
| Adobe | Software | $54.99 |
| FedEx | Shipping | $312.40 |
Pro plans can download a vendor folder or a single month as one ZIP. Business adds bulk export across many folders when auditors need a year-end package.
Folder names match what you see in Browse, so external bookkeepers receive the same structure FilePile created automatically.
Browse sorted files Bulk ZIP export
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Understand spend trends, categories, and who you pay most, updated as invoices finish processing.
A monthly expense chart sums sorted amounts over time. Filter by vendor or category to answer questions like how much went to software last quarter.
Category and vendor breakdowns highlight concentration risk. Multi-currency invoices display in your account currency using cached exchange rates on Pro and Business.
Category breakdown Top vendors Monthly upload tracking Multi-currency display
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Ask questions about your books and let automation handle repetitive cleanup.
The dashboard assistant reads your sorted data. Ask how much you paid a vendor in March or what share of spend is software, and get an answer without building a pivot table.
Paid plans also process uploads faster during busy batches, and month-end emails list recurring products that still need a PDF when upload tracking is enabled.
Priority processing Monthly upload tracker
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Owner-level payables, verification, exports, budgets, and reporting live on a dedicated page inside your account.
Business HQ summarizes spend from uploaded PDFs grouped by invoice date on file. It organizes your paperwork first; it is not a bill-pay nagging tool.
On Business, billing verification compares each invoice's bill-to block with your company profile. Mismatches become review tasks where you can generate expense justification PDFs with proof images.
Sorted Vendor Totals Invoice Approval Workflows
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Export or import CSV for QuickBooks, Xero, and Sage. Upload a bank statement CSV and FilePile suggests matches to sorted invoices.
Tax estimates on Business let you add revenue for the months you track, pull deductible spend from your ledger, and recalculate estimated state and federal taxes from your company details.
Bank Reconciliation Tax estimates Email Invoice Inbox
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Set one monthly spending cap and see progress before you overspend. Recurring upload tracking learns from your upload pattern and emails when a product is still missing this month's PDF.
Executive reports roll up operating spend, category mix, and vendor concentration so you can spot reliance on a single supplier early.
Monthly Upload Tracker Executive P&L Reports
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Run multiple companies, invite helpers, and manage your subscription from one place.
Switch profiles from the dashboard header when you manage more than one company. Each profile keeps its own invoices, charts, inbox address, and company details.
Invite bookkeepers with roles that control upload, view, or billing access. Owners manage plans, platform invoices, credit packs, and saved payment methods under Billing & account.
Team access Billing & credit Company details
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Review sign-in history and update your password from Security. In-app notifications flag review tasks and billing events without flooding your inbox.
Affiliate links and friend codes earn recurring credit on referred subscriptions. Report issue buttons on AI replies, processing errors, and help articles send context to support.
Security Notifications Affiliate program Report issues
Upload your first invoices in minutes. Upgrade when you need more volume or owner tools.
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