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.
Right panel — the extracted and enriched data, organized into collapsible sections.

Above the panels, the header shows the file name, status badge, direction label (Incoming/Outgoing), and a metadata chain with the document's lifecycle:

Uploaded [date] by [name] · Validated [date] by [name] · Sent [date] by [name] · Ref: [id]

Uploaded is always shown.
Validated appears once the document has been validated.
Sent appears once the document has been sent to an external system.
Ref appears when the external system returned an accounting reference ID during send.

Action buttons appear in the top-right area: Save, Validate (or Unlock), Send (when webhook is configured), and a three-dot menu for Reprocess, Download, and Delete.

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 matching partner from your partner database. If the AI found a match, it is pre-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.

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:

Click the ⇄ swap button next to the Supplier or Recipient section header.
All field values between the two sections are exchanged instantly.
The partner link is cleared (you will need to re-select the partner).
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 supplier'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.

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.

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]

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.

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

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.

Select 2 or more rows.
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.

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

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

Bulk operations on mobile

Bulk Update, Merge, and Split 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:

Green dot — the AI is confident in its assignment.
Yellow/orange dot — the AI assigned a value but with lower confidence.

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

The dimension value name and reference ID.
The confidence level as a percentage (e.g., "Confidence: 100%").
An explanation of why the AI chose this value (e.g., "The line item 'Telpu noma/ Rent object: Office 22' directly relates to office space, which is classified under the 'Office' cost center.").

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

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 remains in Processed status.

Validating a document

Click the Validate button 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" badge and the timestamp of validation in the header.

Unlocking a validated document

If you need to make changes to a validated document:

Click the Unlock button (which replaces the Validate button on validated documents).
The document returns to Processed status and all fields become editable again.
After making changes, validate the document again.

Sending a document

If a webhook integration is configured for your entity or workspace (see Integrations), a Send button appears in the top-right corner of the document header. The Send button is shown only for Validated and Sent documents — you cannot send a document that has not been validated first.

First send

Click the Send button. Finpilo posts the document data to the configured webhook URL.
On success, the document status changes to Sent. The header updates to show the send timestamp and, if the receiving system returned one, an accounting reference ID (Ref: ...).
On failure, an error message appears and the status does not change. Common reasons: no webhook URL configured, the external system rejected the payload, or the request timed out (30 second limit).

Re-sending

Already-sent documents show a Re-send button instead of Send. Click it to resend the document. A confirmation dialog appears showing the original send date — confirm to proceed.

Re-sending replaces any previous accounting reference ID with the new one returned by the webhook.

Document status flow

Documents progress through the following statuses:

Processing → Processed → Validated → Sent
                ↘ Failed
                ↘ Unsupported

Status	Editable	Can send	Can reprocess
Processing	—	No	No
Processed	Yes	No	Yes
Validated	No (locked)	Yes	No
Sent	No (locked)	Yes (resend)	No
Unsupported	—	No	No
Failed	—	No	Yes

Locked documents (Validated and Sent) hide the Save, Validate, and Reprocess controls and make all fields read-only. The Send/Re-send button remains available on locked 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:

Click the three-dot menu (⋮) in the top-right corner of the document header.
Select Reprocess.
Confirm in the dialog that appears. Note: all existing extracted data will be overwritten.
The document status changes to Processing. The page stays open — the list refreshes automatically when processing completes.

Reprocess is available for Processed and Failed documents. It is not available for Validated documents — unlock the document first.

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 Validated. Validated documents must be unlocked before they can be deleted.

Navigating between documents

In the top-right area of the document header, you will see navigation arrows and a counter (e.g., "5/25"). Use the left and right arrows to move to the previous or next document in the list without returning to the Documents page. The list order and filters from the Documents page are preserved.