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.
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.
Total Incl. Tax — the grand total amount including tax, with currency code. Visible on medium and larger screens.
Uploaded — the date and time the document was uploaded or received.
Status — the current processing status (Processing, Processed, Validated, Sent, Send Failed, 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. A file over 25 MB, or of another type, is not stored and is listed with its reason; the other files of the same upload are stored. If no file can be taken in, nothing is uploaded.
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 one or more dedicated email addresses for automatic document intake — a generated one (e.g., abc123@in.finpilo.com) plus any addresses you add yourself (e.g., acme-invoices@in.finpilo.com). You can find and manage these addresses 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.

An attachment over 25 MB is not taken in. The entity's email Logs show it as Not taken in, the reply to the sender lists it as "Too large, the limit is 25 MB", and the workspace's admins get a notice.

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

Very small images that arrive with an email, such as signature logos and icons, are not sent for AI processing. They are stored with the status Unsupported, so they do not clutter your list as failed documents. If one of them is a real document (for example, a small photo of a receipt), open it and use Reprocess.

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, Sent, Send Failed, Unsupported, Failed).
Dimensions — filter by any dimension your selected entities keep, partners among them: pick the dimension, then its values.
Issue Date — filter by the document issue date range.
Upload Date — filter by the date the document was uploaded.

A date range includes both of its days. From 01.08.2026 to 31.08.2026 finds documents dated 31 August too, and the same day in From and To finds that day's documents.

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. Where a filter has a search box, the × at its end empties it.

Searching documents

Use the search field above the document list. Every word you type has to match something on the document, and different words may match different things:

the document name, number or type
a dimension value the document is coded to — a partner's name or registration number, a cost centre's code, or any other detail the register keeps about that value

So typing acme 4471 finds document 4471 from Acme, whether "Acme" is written on the document or recorded as its partner. Values that have since been archived are still found, so older documents stay searchable.

Results update as you type, after a short pause.

On a phone

On a phone the list shows each document as a row: its name and amount, then its other details on one line, and its status. Tap a row to open the document. There are no tick boxes on a phone; bulk actions are on a computer.

Filters sit behind the filter button beside the search. A number on the button says how many filters are on. Tap it to see every filter, then tap one to open it. The list changes as you tick; Clear empties that filter and Done takes you back. Every list in Finpilo works this way on a phone.
⋮ next to the search exports the whole list as CSV or Excel.
+ at the top right adds documents: choose the entity, then Scan Document to scan a paper document, Take Photo to take a plain photo, or Choose File to pick files from the phone. The files appear at the top of the list while they upload.

Scanning a document

Point the camera at the page. A frame shows the page Finpilo has found, and it follows the page as the phone moves. Tap the round button to take the scan. If the frame is off, drag a corner to the edge of the page, then tap Use. Finpilo straightens the page, so a page photographed at an angle keeps its shape.

Tap Add Page to scan the next page of the same document, or × on a page to remove it. Upload sends the pages together as one PDF.

Finpilo on your home screen

Add Finpilo to your phone's home screen and it opens like an app: the Finpilo icon, full screen, straight on Actions. In a phone's browser, Install Finpilo runs across the top of every screen until you do.

Android (Chrome): tap Install, then confirm. If Chrome shows no install window, tap ⋮ at the top right and choose Install app or Add to Home screen.
iPhone (Safari): tap Install to see the steps: tap Share at the bottom, scroll down, choose Add to Home Screen, then tap Add.

Once Finpilo opens from its icon, the line is gone.

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

The ⋮ at the top right of the list exports every document of the selected entities: Export full list as CSV or Export full list as Excel (XLSX).

To export some documents, tick them and choose Export in the bar that appears (see Bulk actions below).

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

Tick documents with the boxes in the leftmost column. A bar appears over the list with Download, Export and Delete, and says how many are selected. The × on the bar clears the ticks.

The box at the top of that column selects every document your search and filters match, including those further down that the list has not loaded yet. The bar then says so, for example "All 150 selected". Untick a few and it counts the rest ("148 selected"). Download, Export and Delete act on all of them.