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 fold the preview away to give the data panel the whole width (see below). 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.

What the panels hold is set by the document's view. A document whose view places no field and no table, such as one of type Other, which opens in the Empty view, shows only its preview, across the whole width. If the preview cannot show a file, it says Cannot be shown under the file's type, for example PDF. An e-invoice with nothing to draw says No data. At the end of the tabs, View: names the view the document is shown in. Click it to see the document in another view. Nothing is saved, and the document opens in its own view next time.

Drag the divider between the two panels to give either one more room. Point at a divider and a small control appears on it: its arrows fold the panel on that side away, and fold it back. The divider above the tables works the same way, for the tables and the panel above them. Double-click a divider to put the panels back as they first were. Finpilo remembers the sizes you set, for you on this device.

Above the panels, the header shows the file name 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 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. The sections, their tabs and fields and their order are the view's, and a section the view marks as closed opens closed. Every field is shown under its own name, the one it has in your workspace's fields; the names below are the ones Finpilo gives its standard fields. A date field can be typed in, or picked from the calendar its button opens. If match results or field settings could not be loaded, a banner says so, with Try Again.

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.
Service period start / Service 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.
Supplier name — the supplier's name as printed on the document.
Supplier reg. number — registration number.
Supplier VAT number — VAT registration number.
Supplier address — the supplier's address.
Supplier 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.

Hover over the indicator to see what the value was compared with: the dimension, the value chosen, its column and what it holds there, for example Partners › SIA Tele2 › VAT number: LV40003272854.

Grey dash — no partner is linked, or the field is empty in either the document or the partner record.

The indicator is not only for the supplier's details. A text, amount or date field can also be checked against a column of a dimension, for example a due date against the date kept on the value the document is coded to. That field then shows the same indicator beside it, and two dates written as year-month-day (for example 2026-08-30) match when they fall on the same day. This is not set up on a screen: ask an AI assistant to set it up (see AI Assistants).

Recipient

Shows your entity's details as extracted from the document. Same field structure as the Supplier section, under the recipient's names (Recipient name, Recipient reg. number and so on). 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).
Line items subtotal (excl. tax) — sum before adjustments.
Allowances (excl. tax) — discounts or reductions.
Charges (excl. tax) — additional charges (freight, handling).
Retention (excl. tax) — withheld amounts (deposits, warranties).
Total (excl. tax) — the net total (Line items subtotal − Allowances − Retention + Charges).
Tax amount — the total tax amount.
Total (incl. tax) — the grand total including tax.
Payable amount — the amount due for payment (Total (incl. tax) − Prepaid amount).

Financial fields show a red background when the value differs from what its calculation gives (e.g., when the sum of line items does not match the header total). This helps you spot discrepancies. The red background appears or goes away when you leave the field, not while you type. How much difference is allowed is part of the field's colour rule, and it can be set for each field. When the panel has tabs, each tab shows in red how many of its fields are marked red.

A field can also be given colour rules of its own, and it can be hidden when a condition holds. A hidden field keeps its value, and a required field that is hidden does not stop Validate.

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.

Line Items

Below the Document Information panel are the tables the document's view places, as tabs in the view's order: the Line items table with the lines read from the document, and any other table your workspace has, such as freight lines. A tab whose table has errors shows how many in red. The number of items in the open table is at the right of the tabs, for example 8 items. Click a tab to open its table. Each table has its own columns, Add Item, selection, Bulk Edit, Delete, Split and Merge. A document with one table shows that one tab. The ⌄ button at the right folds the tables to their bar. The sections below describe the Line items table, and the others work the same way. Each row represents one line from the document.

Line item columns

The visible columns are those the document's view shows, at the widths it sets. Drag a column's edge to make it wider or narrower, or double-click the edge to fit the column to what it holds. The widths you set are kept for you on this device, for this company and document type. Reset columns in a column's menu brings back the view's widths. 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.
Unit price (excl. tax) — the unit price excluding tax.
Total (excl. tax) — the line total excluding tax.
Tax rate — the tax rate as a percentage.
Tax amount — the calculated tax amount.
Total (incl. tax) — the line total including tax.
Lookup columns — one for each lookup field the view places (e.g., Cost Center, Partners). An empty one reads Select value. Click it to choose one.

Documents with many lines

The first column, with the tick box and the line number, stays in place while you scroll the table sideways.

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 (excl. tax) = Quantity × Unit price (excl. tax), Tax amount = Total (excl. tax) × Tax rate, and Total (incl. tax) = Total (excl. tax) + 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, Unit price (excl. tax), or Tax rate puts the whole row back on formulas.

Adding a line item

Click Add Item, right after the tabs, to add a new blank row at the bottom of the table. Its first column opens at once, ready for typing.

Deleting a line item

Select the row and click Delete in the bar (see "Delete" below).

Selecting line items

Each line item has a checkbox at the start of its row. Select one or more rows and the table's bar becomes the selection bar, so the lines stay where they are:

✕   N selected   [Bulk Edit]   [Merge | Split]   [Delete]

✕ clears the selection.
Bulk Edit 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.

To open another table's tab, clear the selection first. 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.

Select the rows you want to update.
Click Bulk Edit in the bar.
A row opens under the table's column names, with a field under each column that takes a value. Fill in only the fields you want to change. An empty field stays as it is.
Click Edit N Items in the bar above the table. The changes are applied to all selected rows. Financial fields (total, tax amount, etc.) are recalculated automatically. Cancel closes the row and changes nothing.

To erase a field instead of setting it, click Clear all under that field. It then says Will clear all, and on Update that field is emptied on all selected rows. Keep takes the clear back. Setting a value and clearing are mutually exclusive per field.

The row sits under the table's own columns, so it has exactly the columns the table shows, in the same order and width.

Merge

Merge combines several selected line items into one. Useful when the AI read several lines that belong together.

Select 2 or more rows.
Click Merge in the bar.
The merged line appears under the table's column names, so you see it before anything changes. Under each value is how that column is worked out, for example Sum or First. Click it to choose another way for this merge only, and the line is worked out again. You can also type over any value.
Click Merge N Items. Cancel leaves the rows as they were.

Each column of the merged line follows its field's merge setting (see Field Settings) unless you change it here. As Finpilo sets them up:

Quantities and amounts are added up.
The price is the average weighted by quantity: 40 at 12.80 and 60 at 8.40 merge to 100 at 10.16, a total of 1 016.00.
Every other column, the dimensions included, takes the value of the topmost selected row.

The merged line takes the place of the topmost selected row, and the other rows keep their order. Nothing is saved until you click Save.

Split

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

Select exactly 1 row.
Click Split in the bar.
Two parts appear as lines under the line, split equally. Above them, each column says how it is split: Split by on the column you type the parts in (the first one that divides, such as Quantity), Divide or Copy on the others. Click a column's word to change it: Split by moves the parts to that column, and Split by % lets you type them as percentages.
Type each part. The parts must add up to the line, and the bar shows the sum: 25 + 15 = 40 of 40, or 70 + 30 = 100 of 100 %. + Add Part adds another part. You can also type over any other value of a part, such as its title.
Click Split into N Items. It works once the parts add up. Until then, point at it to see what they must add up to. Cancel leaves the line as it was.

Every other column follows its field's split setting (see Field Settings) unless you change it here. As Finpilo sets them up, quantities and amounts are divided in the same proportions, and the price, the texts and the dimensions are copied to each part. Where rounding leaves a cent over, the last part takes it, so the parts always add up to the line. The new parts come right after the line, and each can then be given different dimension values.

Merging and splitting automatically

Lines can also be merged or split without anyone clicking, by a Change rows step on a lifecycle move or in a workflow: for example, adding up the lines that share a cost centre and a VAT rate, or splitting every transport line 70/30 with a name for each part. Each column follows the same field settings as a merge or a split by hand, so the step gives the same lines a person would get. A value the step writes can use the dimension values a line or the document is coded to, and any column those values keep: each line's title can become the name of the employee its line is coded to, for example, or the department's head. A line coded to none gets nothing there. You add the step from Add Action in the lifecycle or workflow editor (Change this document), or an AI assistant sets it up for you (see AI Assistants).

Delete

Delete removes every selected line item at once.

Select one or more rows.
Click Delete in the bar.

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.

A document on a phone

On a phone the document is one screen. At the top are ← back to the list, the arrows to the previous and next document (or swipe sideways), and ⋮ with the downloads and Delete. Under the name is the status, which you tap to move the document on. The type of the document is under its name. Below that is a row of tabs: Preview, the view's tabs, each table, Activity and History. A tab with fields that need attention shows how many. Tap one to see it. Once you change something, Save and Discard appear at the bottom of the screen. The Preview shows the page alone. Pinch it to zoom. If the document could not be opened, the screen says so, with Back to Documents and Try Again.

Line items on a phone

Held upright, a table's lines are a list: each line by its name, with two of its figures underneath, for example Quantity 40 · Total Inc. Tax 619.52. Tap a line to open it: every column is a field you can edit, the arrows at the top (or a swipe sideways) move to the next line, and Delete Item is in the ⋮ menu. + Add Item under the list adds an item and opens it. Your changes are saved with the document, with Save at the bottom of the screen.

Turn the phone sideways while a table is open and the table fills the screen, as on a computer: select lines for Bulk Edit, Merge, Split and Delete. Turn it back and you are on the list again, with your changes kept.

AI-assigned dimensions

When the AI has assigned a dimension value to a line item, you will see a sparkle beside the value, coloured by what your records say:

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 — your records agree with this value.
Amber — your records have gone both ways here.
Red — your records show a different value here. These are worth checking first.
Grey — nothing comparable in your records yet.

Hover over the sparkle 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.

Saving changes

Once you change something, the row of tabs above the fields says Unsaved changes, with Discard and Save. Save keeps all changes you have made to the document information and line items, and the document keeps its current status. Discard takes them back. If saving fails, the row says Could not save and your changes are kept, so you can try again.

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 item shows the action and, under it, the status it leads to — for example Validate, with Validated under it. When two actions lead to the same status, both are listed.

The menu only lists moves that make sense from the current status and that you are allowed to make, so what you see changes as the document progresses. If your role may not move documents, the button shows the status with no menu. 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. If the actions could not be loaded, the menu says so; click Try Again.

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

Some actions ask you something first. A pop-up shows the fields the action needs that the document still leaves empty and its view shows, including every field marked as required, even one your view does not show, each drawn as it is on the document; any field the action asks you to check every time, with the value it holds now; and a confirmation if the action has one. When nothing is missing, nothing is asked and there is nothing to confirm, the action runs straight away. Otherwise click Move in the pop-up. It stays open until the move is done; if the document cannot move (for example, a value on the lines is still empty), the reason is shown in the pop-up and what you typed is kept.

Validating a document

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

Saves all current changes.
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

Sending is not part of the Standard lifecycle. When your workspace has set it up (a send workflow, and a Send step in its lifecycle that starts it; see Integrations), a Send action is available in the status menu. You can only send a document that has been validated first.

First send

Open the status menu and choose Send. This runs your workspace's send workflow, which posts the document data to the system it is set up for.
The document passes through Sending briefly while the external system answers.
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.
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
                ↘ Failed
                ↘ Unsupported

A lifecycle that sends documents on adds Sending, Sent and Send Failed after Validated (see "Sending a document").

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.

In a lifecycle that sends, 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.

Status	Editable	Reprocess
Uploaded	—	No
Processing	—	No
Processed	Yes	Yes
Validated	No (locked)	No
Unsupported	—	Yes
Failed	—	Yes

While a document is Validated it is locked: all fields are read-only and the Save and Reprocess controls are hidden. In a lifecycle that sends, Sending and Sent are locked too, and 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 its lifecycle, or its entity now uses another lifecycle, the three-dot menu (⋮) offers Move to Current Lifecycle.

This starts the document again from the first status of the lifecycle its entity uses now, and the progress it had made is lost. It needs the Edit documents permission, and it is not offered on a document in a locked status. 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 everything that happened to the document, newest first, grouped by day. Each event says what happened (Document edited, Status changed, Document read with AI, Document uploaded, Document received by email), how much (3 changes, 8 fields filled), who or what caused it (Anna Liepa · Portal, Invoice approval · Workflow, Finpilo AI · System, the sender's address · Email) and the time at the right. Click an event to open it: each changed field with its old and new value, under Document or under the item it belongs to (Line items · item 2 · Delivery and assembly). An item added or removed is headed Line items · item 9 · added with its values beneath. Expand All opens every event. The History of a field, a dimension and a document type looks the same.

Search finds an event by any word it holds: a field, a value, a person or an item. Event type, Changed by and Date narrow the list, and the number of events is always at the top right. When nothing matches, Clear Search and Filters brings the whole History back. The History of a whole dimension loads more as you scroll and has no search.

What the system did, and what it could not do, is here too: an action and what it came back with (Send to accounting · Failed, and when the AI could not read a document, its reason: Document read with AI · failure (OCR could not read page 1)), Condition could not be decided, Calculation not applied, Rule not applied, Part removed and Decision cancelled, each opening to say why. This is where you look when a document did not go where you expected.

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 what is still to come and what has run on the document. At the top, Planned lists the statuses the document can move to next, each with why it is not certain (If Total Incl. Tax is over 10 000.00, Someone chooses, Will run) and what the move runs.

Below are the runs, each a card: every workflow, and every approval or other action the document's status flow fired. The card says how it started, when and by whom, and how long it took (Condition · Started 14.07.2026 09:12 by Anna Ozola · took 4 h), with its state on the right. A running one is open. Click a finished one to open it.

Inside, the run reads from top to bottom:

Upcoming: the steps still to come, each with its type (Send HTTP Request, or for an approval Waiting for the step before), and the step running now, open, with when it began waiting, its due date and each person it waits on. Someone who cannot answer says why: Not a member or Invite not accepted. Step 2 of 4 is on the right. The tab opens at the step running now.
Completed: what has happened, newest first. Who approved or rejected and when, with their comment. A step that timed out says who did not answer, a skipped step says when it would run, and a failed one says why, in red.
Workflow started, with who started it and when, last.

A cancelled run starts with who cancelled it and when, and the steps it never ran say Not run. When an approval is split into parallel chains, for example one chain per cost centre, each chain is a card inside the run that started it, named by its group.

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 with Recall. You are asked to confirm, and its open tasks close. Recall shows only to those who may recall: 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's type in the header opens a list of its parts, each with its type and pages, 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 can be shown in another view with View: too, and the main part keeps its own.
A part whose type is set to recognize only shows a Not read banner, with a link to the Document Type Settings where you can change that.
If reading a part failed, the part shows a Could not read banner.

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.

Re-extracting a document

On a Processed document, choose Re-extract in the status menu to have the AI read the document again from the text it already read from the file (it is in the default lifecycle; a tailored lifecycle may name or place it differently). The document goes to Processing while it is read, and then to Processed or Failed. The file is not scanned again and its type is not recognised again, so a re-extract is not charged.

The pop-up shows the document's type. Keep it, or pick another type when the document was recognised as the wrong kind: the document is then read as the type you picked. An e-invoice is always read as its own type, because its values come from its XML. When the file holds several documents, each is read again as its own type.

If the document is still being read, or nothing was read from it yet, the action fails and the reason is on the History tab. Nothing on the document changes: a type you picked goes back to the type the document had.

Downloading the original file

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

Deleting a document

Click the three-dot menu (⋮) in the top-right corner.
Select Delete.
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.