Entity Management

Entities represent your companies or legal entities within Finpilo. Each entity has its own documents, partners, dimensions, document types, and field settings.

Viewing entities

Navigate to Entity Management in the sidebar. The page shows a table of all entities in your workspace with the following columns:

• Display Name — the short name shown throughout the interface.
• Legal Name — the official registered name.
• Registration No. — the company registration number.
• VAT No. — the VAT registration number.
• Created By — who created the entity.
• Created — the creation date and time.

Use the search field to filter entities by name, registration number, or VAT number.

Creating a new entity

Admin or Owner role required.

1. Click the Add Entity button in the top-right corner.
2. Fill in the entity details:
   • Display Name (required) — a short, recognizable name.
   • Legal Name — the full legal name.
   • Registration Number — the company registration number.
   • VAT Number — the VAT registration number.
   • Legal Address — the registered address.
   • Bank Accounts — type a bank account number and press Enter to add it. You can add multiple accounts.
   • Reference ID — an internal reference. If left empty, it is auto-generated (format: ENT-00001).
3. Click Save to create the entity.

Editing an entity

Click on any entity in the list to open its detail page. The entity detail page has multiple tabs:

General tab

Shows all entity properties (display name, legal name, registration number, VAT number, address, bank accounts, reference ID). Edit any field and click Save to update.

The General tab also displays:

• Email Processing — the entity's email addresses for automatic document intake. Every entity starts with a generated address (e.g., abc123@in.finpilo.com), and you can add your own easier-to-remember addresses next to it (e.g., acme-invoices@in.finpilo.com). Documents sent to any active address are processed under this entity. Click the copy icon to copy an address to your clipboard.
  • To add an address, type the part before the @ (3-64 characters: lowercase letters, numbers, dots, dashes or underscores) and click Add Address. Each address must be unique across all Finpilo customers, so you may see "This address is already taken" — pick another name. Common mailbox names like info or admin are reserved. You can add up to three of your own addresses per entity.
  • Disable an address with its toggle to stop it receiving documents while keeping it reserved to your entity — you can re-enable it any time. A disabled address is greyed out and marked "Disabled".
  • Remove an address with the delete icon to give it up entirely. This frees the address, so another company could later claim it — mail still sent to the old address could then reach someone else. If you only want to pause it, disable it instead. The original generated address can be neither disabled nor removed.
• Delete Entity — a section at the bottom for permanently deleting the entity. If documents are associated with the entity, you must remove them first. Contact help@finpilo.com to request deletion.

Partners tab

See Partners.

Dimensions tab

See Dimensions.

Document Types tab

See Document Types.

Field Settings tab

See Field Settings.

Connection tab

Here the entity picks which connection its documents are sent through. See Connections. This tab is visible only to Admin and Owner roles on existing entities (not during entity creation).

Member role access

Users with the Member role can view entity details but cannot edit fields, create new entities, add partners, add dimensions, or change field settings. All editing controls are disabled or hidden for Members.