Document View

The Document View is where you review, edit, and validate a processed document. It opens when you click on any document in the document list.

Layout

The Document View has a split-panel layout:

• Left panel — a preview of the original document (PDF or image). You can zoom in/out, navigate pages (for multi-page documents), and collapse the preview panel to give more space to the data panel. At 100% the document is never wider than the panel, so nothing is cut off; a page smaller than the panel keeps its own size. Zooming past 100% makes it larger and you can scroll sideways.
• Right panel — the extracted and enriched data, organized into collapsible sections.

Above the panels, the header shows the file name, direction label (Incoming/Outgoing), and a metadata chain with the document's lifecycle. The current status is shown on the status button in the top-right (see "Changing the document's status").

Uploaded [date] by [name]

The full audit — every status change, who made it, and when (including when the document was validated and by whom, when it was sent, and what the accounting system replied) — is on the History tab (see "History" below), not in this line.

The top-right area has the Save button (shown while the document is editable), a status button showing the document's current status, and a three-dot menu (⋮) for Download, Reprocess, and Delete. The status button is also where you move the document forward — clicking it opens a menu of the actions available from the current status (see "Changing the document's status" below).

Document Information panel

The right panel is divided into the following sections. Each section can be expanded or collapsed by clicking its header.

Basic Information

Contains the core document metadata:

• Document Type — the AI-detected type (Invoice, Receipt, etc.). You can change it manually.
• Document Number — the invoice or receipt number.
• Issue Date — the date the document was issued.
• Due Date — the payment due date.
• Period Start / Period End — the service or billing period, if applicable.

Supplier

Shows the external party's details as extracted from the document:

• Partner — a dropdown to select or search for a value in the entity's Partners dimension. If Finpilo linked one when it read the document, that value is already selected.
• Legal Name — the supplier's name as printed on the document.
• Reg. No. — registration number.
• VAT No. — VAT registration number.
• Address — the supplier's address.
• Bank Accounts — bank account numbers found on the document.

Each field has a match indicator icon next to it:

• Green checkmark — the extracted value matches the linked partner record exactly.
• Red cross — the extracted value does not match the partner record. Hover over it to see a "Values do not match" tooltip.
• Grey dash — no partner is linked, or the field is empty in either the document or the partner record.

Recipient

Shows your entity's details as extracted from the document. Same field structure as the Supplier section. The entity is auto-matched based on registration and VAT numbers.

Financial Summary

Summarizes the document's financial totals:

• Currency — the document currency (e.g., EUR, USD).
• Subtotal — sum before adjustments.
• Allowances — discounts or reductions.
• Charges — additional charges (freight, handling).
• Retention — withheld amounts (deposits, warranties).
• Total — the net total (Subtotal − Allowances − Retention + Charges).
• Tax — the total tax amount.
• Total Incl. Tax — the grand total including tax.
• Payable — the amount due for payment (Total Incl. Tax − Prepaid).

Financial fields show a red background when the displayed value differs from the calculated value (e.g., when the sum of line items does not match the header total). This helps you spot discrepancies.

Comment

A free-text field for adding notes or comments about the document.

Dimensions

If dimensions are configured for the entity and the document type's extraction schema includes header-level dimensions, they appear here as dropdowns.

If the value you need is not in the list yet, choose + Create New. The Add dialog opens already filled in from the document — the name, and any other details the dimension keeps that the document also carries, such as a registration number, VAT number, address or bank account. You can change anything before saving, and the new value is selected on the document as soon as you create it. The same dialog is used whether you add the value here or on the dimension's own page.

A value you have already chosen is shown as a tag. Click it to search for a different one, or use its ✕ to clear it. While you are searching, the value you had is kept — press Escape or click away and nothing changes.

Swapping Supplier and Recipient data

If the AI placed the data in the wrong sections (for example, your entity's details appear in the Supplier section), you can swap them:

1. Click the ⇄ swap button next to the Supplier or Recipient section header.
2. All field values between the two sections are exchanged instantly.
3. The partner link is cleared (you will need to re-select the partner).
4. Click Save to keep the change.

The swap button is hidden when the document is validated (locked).

Line Items

Below the Document Information panel, the Line Items section shows a table with all extracted line items. Each row represents one line from the document.

Line item columns

The visible columns depend on your Field Settings configuration. Common columns include:

• No — the line number.
• Title — a short description of the item.
• Description — a detailed description.
• Partner Code — the partner's article number.
• Unit — the unit of measure.
• Quantity — the number of units.
• Price — the unit price excluding tax.
• Total — the line total excluding tax.
• Tax Rate (%) — the tax rate as a percentage.
• Tax Amount — the calculated tax amount.
• Total Inc. Tax — the line total including tax.
• Dimension columns — one column per configured dimension (e.g., VAT Rate, Cost Center, Employees, Product). Each shows a dropdown for selecting the dimension value.

Documents with many lines

Most documents have well under 100 lines and the whole table fits on one page. If a document has more than 100 line items, the table splits them into pages of 100 — use the page controls that appear at the bottom of the table to move between them.

Editing line items

When a document is in Processed status (not yet validated), all line item cells are editable. Click any cell to modify its value.

The amount columns are connected by formulas: Total = Quantity × Price, Tax Amount = Total × Tax Rate, and Total Inc. Tax = Total + Tax Amount. Whenever you change a value, everything that depends on it recalculates instantly. You can also type directly into a calculated column — your value stays, and the columns after it recalculate from it. A value that differs from its formula is highlighted so you can spot it. Changing Quantity, Price, or Tax Rate puts the whole row back on formulas.

Adding a line item

Click the + Add button next to the "Line Items" heading to add a new blank row at the bottom of the table.

Deleting a line item

Click the red delete icon at the right end of a line item row to remove it. A confirmation prompt appears.

Selecting line items

Each line item has a checkbox at the start of its row. Select one or more rows to activate the selection toolbar, which appears to the right of the Add button:

[+ Add]   N selected   [Bulk Update]   [Merge | Split]   [Delete]

• Bulk Update appears when any row is selected.
• Merge appears when 2 or more rows are selected.
• Split appears when exactly 1 row is selected.
• Delete appears when any row is selected.

Selection and bulk operations are only available when the document is not locked.

Bulk Update

Use Bulk Update to apply the same field changes to multiple line items at once.

1. Select the rows you want to update.
2. Click Bulk Update in the toolbar.
3. In the dialog, fill in only the fields you want to change. Empty fields are ignored.
4. Click Apply. The changes are applied to all selected rows. Financial fields (total, tax amount, etc.) are recalculated automatically.

To erase a field instead of setting it, click Clear all under that field. The field turns red to show it will be cleared, and a line at the bottom lists every field set to be cleared. On Apply, that field is emptied on all selected rows. Setting a value and clearing are mutually exclusive per field.

The dialog columns match the line item table exactly — the same fields in the same order.

Merge

Merge consolidates multiple selected line items into a single row. Useful when the AI extracted several lines that actually represent one consolidated amount.

1. Select 2 or more rows.
2. Click Merge in the toolbar.

The rows are combined instantly, with no dialog:

• The total amount is summed across all selected rows.
• Text fields (title, description, tax rate, dimensions, etc.) are taken from the topmost selected row.
• Quantity is set to 1, and price becomes the consolidated total.
• The merged row is inserted at the position of the topmost selected row. Unselected rows keep their order.

Split

Splitting divides one line item into multiple rows — for example, to allocate different portions to different cost centers.

1. Select exactly 1 row.
2. Click Split in the toolbar.
3. In the Split Line Item dialog, choose how many items to split into (e.g., 2).
4. Choose the split mode: Units (split by quantity) or % (split by percentage).
5. Enter the quantity or percentage for each resulting item. The total must equal the original quantity.
6. Click Split.

The original line item is replaced by the new split rows. Each split row can then be assigned different dimension values.

Delete

Delete removes every selected line item at once.

1. Select one or more rows.
2. Click Delete in the toolbar.

The rows disappear straight away, with no confirmation. Nothing is removed from the document until you click Save, so if you delete the wrong rows, leave the page without saving and they come back.

Bulk operations on mobile

Bulk Update, Merge, Split, and Delete are available on desktop only. Mobile and tablet layouts show the line items table without the selection toolbar.

AI-assigned dimensions

When the AI has assigned a dimension value to a line item, you will see the value displayed in the dimension column with a colored indicator dot:

The indicator is based on your own validated documents, not on how sure the AI feels. It compares the assigned value against what you have recorded on comparable lines before:

• Green check — your records agree with this value.
• Amber half-circle — your records have gone both ways here.
• Red triangle — your records show a different value here. These are worth checking first.
• Grey question mark — nothing comparable in your records yet.

Hover over any AI-assigned dimension value to see a tooltip with:

• The dimension value name and reference ID.
• What the comparison found.
• An explanation of why the AI chose this value.
• How many times you have recorded this same value here before.
• When your records hold something else, what they hold, so you can see straight away what to put instead.

You can override any AI assignment by selecting a different value from the dropdown.

Empty dimensions

When the AI leaves a dimension empty, the empty field shows an icon instead of a value. Hover over it to see why nothing was assigned — for example, none of the values apply to this line, or the extracted code is not one of the dimension's values. This works both in line item dimension columns and in header-level dimension fields in Document Information. The icon disappears as soon as you pick a value.

Direction toggle

Next to the status badge in the document header, you will see Incoming and Outgoing labels. Click the inactive label to change the direction.

When you change direction:

• The partner link is cleared (you will need to re-select the partner after saving).
• The change is saved when you click Save or Validate.

The direction toggle is locked when the document is validated.

Saving changes

Click the Save button in the top-right corner to save all changes you have made to the document information, line items, and direction. The document keeps its current status.

Changing the document's status

The coloured status button in the top-right corner shows the document's current status. Click it to open a menu of the actions available from that status. Each menu item shows the action and the status it leads to — for example Validate → Validated, Send → Sent, or Reprocess → Processing.

The menu only lists moves that make sense from the current status, so what you see changes as the document progresses. While an action is running, the button shows a spinner and is disabled until it finishes, so the same action can't be started twice. If a status has no available actions, the button simply has no menu.

The sections below describe each action you can pick from this menu.

Validating a document

Open the status menu and choose Validate to confirm that all data is correct. Validation does two things:

1. Saves all current changes.
2. Sets the document status to Validated, which locks all fields from editing.

Validated documents show a green Validated status button and lock all fields. The exact time it was validated and who validated it are recorded on the History tab.

Unlocking a validated document

If you need to make changes to a validated document, open the status menu and choose Unlock. The document returns to Processed status and all fields become editable again. After making your changes, validate the document again.

Sending a document

If your entity or workspace has a connection to an external system (see Integrations), a Send action is available in the status menu. You can only send a document that has been validated first.

First send

1. Open the status menu and choose Send. This runs the Send to Accounting workflow, which posts the document data to the entity's connection, or to the workspace default connection if the entity has not picked one.
2. The document passes through Sending briefly while the external system answers.
3. When the system accepts the document, the status changes to Sent. If the system returned an accounting reference, it is stored in the document's Accounting Reference field. The send time and the system's reply are recorded on the History tab.
4. When the system does not accept it, the status changes to Send Failed and the error is recorded in the history. Common reasons: the external system rejected the data, or it did not answer in time. The document stays editable so you can correct it and try again.

Re-sending

On a Sent or Send Failed document, the status menu offers Re-send. A confirmation dialog appears (showing the original send date for an already-sent document) — confirm to send again. Re-sending replaces any previous accounting reference with the new one returned by the system.

Document status flow

The statuses and steps below describe Finpilo's default document lifecycle — the standard path a document follows out of the box. The lifecycle is configurable, so a workspace can use a tailored set of statuses and steps; this article describes the default.

Documents progress through the following statuses:

Uploaded → Processing → Processed → Validated → Sending → Sent
                ↘ Failed                            ↘ Send Failed
                ↘ Unsupported

Every document starts at Uploaded. If your workspace reads documents with AI, it moves on by itself: it goes to Processing while the AI reads it, and then to Processed, Unsupported or Failed depending on what came back. A document usually passes through Uploaded in a moment, so you will rarely catch it there.

Sending works the same way. When you send a document it waits in Sending while your accounting system answers, and then moves to Sent or Send Failed.

While a document is Validated or Sent it is locked: all fields are read-only and the Save and Reprocess controls are hidden. The Send / Re-send action stays available on locked documents.

Documents keep the lifecycle they started on

A document follows the lifecycle exactly as it was when the document was uploaded. If an administrator later changes the workspace's lifecycle — renames a status, changes its colour, adds or removes a step — documents that are already in progress are not affected. They keep their own statuses and their own steps, so work in progress is never disrupted mid-way. Only documents uploaded after the change use the new lifecycle.

This means the status shown on an older document is the one its own lifecycle uses, which can differ from what a newly uploaded document shows. That is expected.

Moving a document to the current lifecycle

If a document is on an older version of the lifecycle, the three-dot menu (⋮) offers Move to Current Lifecycle.

This starts the document again from the first status of the current lifecycle, and the progress it had made is lost. Finpilo asks you to confirm before doing it. Use it when you want an in-progress document to follow the new lifecycle instead of the one it began on.

History

The History tab shows a timeline of everything that happened to the document — every status change, and every action the system ran on it. Each entry shows who did it (or System for automatic steps) and when.

Actions appear here too, with what they came back with — "Read with AI — unsupported", "Send — failed (502 from the accounting system)". This is where you look when a document did not go where you expected: it tells you what the system tried and what answer it got.

Use it as the document's audit trail: it is where you see when a document was validated and by whom, when it was sent, and every other status change along the way.

Activity

The Activity tab shows everything that runs or has run on the document: every workflow, and every approval or other action the document's status flow fired. Each one is a section you can open and close; a running one is open by default.

The section header tells you how it started (manually, by a condition, on a schedule, from a webhook, or by a status change), who started it, when, how long it took, and how it ended.

Inside, you see:

• The steps, numbered in order. A waiting step names who it is waiting on, since when, and its due date if it has one. A step that only runs under a condition shows that condition in plain words.
• Each person's own state on an approval step: approved, rejected, or still pending, with the time and the comment they left.
• Events — everything that happened, in order. Approval decisions stand out with the approver's name, the decision, and their comment. System events (a step starting or finishing, a run being cancelled) appear as single lines.

When an approval is split into parallel chains — for example one chain per cost centre — the chains appear nested inside the run that started them, each labelled with its group, so the whole flow reads as one story.

You can filter the list by name, by status, or by person, so "everything waiting on Anna" is one click.

This is where the whole approval story of a document lives: who approved what, who rejected and why, and what is still waiting on whom. Your own pending decisions also appear on the Actions page.

A running workflow can be recalled from here. Recalling is limited to a workspace administrator, whoever started the run, and the person who submitted the document.

Document parts

A single file sometimes carries more than just the main document — for example an invoice together with its terms page, a payment receipt, or an annex. When Finpilo recognizes such parts, the document view shows a Parts switcher under the header, and the document list marks the row with a parts count (for example "3 parts"). A document with only one part looks exactly as it always has.

• The main part (the invoice itself — what you approve and send) is selected first and works as before: you can edit, validate and move it through its statuses.
• The other parts are read-only. Selecting one shows its data and the preview switches to that part's pages only. The document's status, actions and history never change with the part — they belong to the document as a whole.
• A part whose type is set to recognize only shows just its document type, with an information icon explaining why its content was not read and a link to the Document Type settings where you can change that.
• If reading a part failed, the part shows the failure instead.

Save is available only on the main part; while you have unsaved changes, the other parts wait until you save or discard them.

A second, unrelated document in the same file is not a part of this one — it is a separate document, and support for those is coming separately.

Which document types get read

By default Finpilo reads the content of every part it finds. If you don't need the content of certain types — for example terms pages — an administrator can turn Read Content off for that document type on the entity's Document Types page. From then on, new documents of that type are still recognized (type and pages), but their content is not extracted, which also saves processing credits. Turning it back on applies to future documents.

Reprocessing a document

If the AI extraction produced poor results (for example, after uploading a document that was initially unreadable), you can reprocess it. Either open the status menu and choose Reprocess, or use the three-dot menu (⋮) and select Reprocess. Confirm in the dialog that appears — note that all existing extracted data will be overwritten.

The document moves to Processing; the page stays open and refreshes automatically when reprocessing finishes (ending at Processed or Failed).

Reprocess is available for Processed and Failed documents. It is not available for a document that is validated, being sent, sent, or send-failed — unlock it first if you need to reprocess.

Downloading the original file

1. Click the three-dot menu (⋮) in the top-right corner.
2. Select Download to save the original uploaded file to your computer.

Deleting a document

1. Click the three-dot menu (⋮) in the top-right corner.
2. Select Delete.
3. Confirm the deletion in the dialog that appears.

Deletion is permanent and cannot be undone. Delete is available for any document that is not locked. A locked document (validated, being sent, or sent) must be unlocked before it can be deleted.

After deleting, you stay in the Document View and move straight to the next document in the list (or the previous one if you deleted the last). You only return to the Documents page when there is nothing left to show.

Navigating between documents

In the top-right area of the document header, you will see navigation arrows and a counter (e.g., "5/125"). Use the left and right arrows to move to the previous or next document without returning to the Documents page. The counter covers every document matching your current filters and search — not just the page you opened from — in the same order as the list.