Documents

The Documents page is the central working area in Finpilo. Here you upload documents, browse the document list, apply filters, and open documents for detailed review.

The document list

The document list shows all documents for your selected entities. Each row displays:

Document — the file name.
Direction — Incoming or Outgoing.
Type — the document type (Invoice, Receipt, Delivery Note, CMR, Other).
Issue Date — the date printed on the document.
Document No. — the document number extracted from the document.
Partner — the linked partner name (only shown when a partner has been matched and linked).
Entity — which entity the document belongs to.
Uploaded — the date and time the document was uploaded or received.
Status — the current processing status (Processing, Processed, Validated, Unsupported, Failed).

The list is sorted by upload date (newest first) by default. Click any column header to change the sort order.

Uploading documents

There are two ways to get documents into Finpilo: manual upload and email forwarding.

Manual upload

On the Documents page, click the Upload Documents button in the top-right corner.
In the upload dialog, select the entity the documents belong to. If only one entity is currently selected in the header filter, it is pre-selected in the dialog.
Drag and drop files into the upload area, or click to browse and select files from your computer.
Accepted formats: PDF, JPG, JPEG, PNG.
Click Upload to start processing.

Uploaded files appear in the document list immediately with a "Processing" status. Processing time depends on document complexity. The list refreshes automatically when processing completes.

Important: Finpilo extracts data from the first document in each file. If a file contains multiple documents (e.g., several invoices in one PDF), only the first will be processed. Split multi-document files before uploading.

Email forwarding

Each entity has a dedicated email address for automatic document intake (e.g., abc123@in.finpilo.com). You can find this address on the entity's General tab in Entity Management.

To process documents via email:

Copy the entity's email processing address.
Forward the document (as an attachment) to that address.
The document appears in the Documents list automatically after processing.

This is useful for setting up automated forwarding rules in your email client — for example, forwarding all invoices from a specific supplier directly to Finpilo.

Filtering documents

Above the document list, you will find filter chips for narrowing down the list:

Type — filter by document type (Invoice, Receipt, Delivery Note, CMR, Other).
Status — filter by status (Processing, Processed, Validated, Unsupported, Failed).
Direction — filter by Incoming or Outgoing.
Partner — filter by linked partner. Only partners that are linked to documents appear in this filter.
Issue Date — filter by the document issue date range.
Upload Date — filter by the date the document was uploaded.

Click a filter chip to open its options. Select one or more values, then close the popover. Active filters are indicated on the chip. To remove a filter, open the chip and clear your selection.

Searching documents

Use the search field above the document list to search across document names, document numbers, and partner names. The search is performed server-side and updates results as you type (with a brief delay for debouncing).

Opening a document

Click any row in the document list to open the document in the Document View. From the Document View, you can navigate between documents using the arrow buttons (e.g., "5/25" with left and right arrows) without returning to the list.

Exporting documents

Click the Export button in the top-right corner to export document data. You have four options:

Export selected as CSV — exports only the documents you have selected (using the checkboxes) in CSV format.
Export selected as XLSX — exports only the selected documents in Excel format.
Export full list as CSV — exports all documents for the currently selected entities in CSV format.
Export full list as XLSX — exports all documents for the currently selected entities in Excel format.

To select specific documents for export, check the boxes in the leftmost column of the document list.

If documents span multiple entities, the export creates a separate file per entity. When there are multiple files, they are bundled into a ZIP archive for download.

Bulk actions

When you select multiple documents using the checkboxes, additional actions appear in the header area: a download button and a delete button. These allow you to download or delete the selected documents in bulk.