Entity Management

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

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.
Last Changed — when the entity was last changed. The list shows the latest changes first.
Changed By — who made that change.

Use the search field to filter entities by name, registration number, or VAT number. More entities load as you scroll.

If you may delete entities, the Status filter also shows deleted ones: choose Deleted to see them.

Creating a new entity

Admin or Owner role required.

Click the Add Entity button in the top-right corner.
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.
Click Create in the bar at the bottom of the page. The entity gets its Reference ID (format: ENT-00001), which you can change on its page.

If Finpilo shows "Could not create the entity.", nothing was created. Try again in a moment.

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). When you change a field, a bar appears at the bottom of the page: click Save to keep the change or Discard to undo it. If you leave the page with unsaved changes, Finpilo asks first.

Lifecycle chooses the lifecycle this entity's new documents start on. Workspace lifecycle (…) keeps the one active for the whole workspace, and follows it when someone makes another lifecycle active. Any other lifecycle is this entity's own: the other entities keep the workspace's. Documents already in progress keep their lifecycle; they offer Move to Current Lifecycle (see Document View). This is how you try a new lifecycle on a test entity before the live one. Choosing needs permission to edit lifecycles.

Deleting and restoring an entity

Requires permission to delete entities.

Open the ⋮ menu at the top right of the entity page and choose Delete Entity. Finpilo shows how many documents the entity has and asks you to type DELETE to confirm.

Deleting moves the entity to Deleted. Its documents, addresses and settings are kept, and it can be restored. While deleted, it is hidden everywhere and nothing new arrives in it. To remove an entity for good, contact help@finpilo.com.

To restore it, choose Status: Deleted in Entity Management, open the entity and click Restore Entity at the top.

Dimensions tab

See Dimensions.

Document Types tab

The kinds of documents the entity receives, and what the AI reads on each. See Document Types.

Email tab

The entity's email intake in one place, split into two views.

Addresses lists the entity's email addresses for automatic document intake, with their kind (System or Custom), status, and when and by whom each last changed. Every entity starts with a generated System address (e.g., abc123@in.finpilo.com), and you can add up to three Custom addresses of your own (e.g., acme-invoices@in.finpilo.com). Documents sent to any active address are processed under this entity.

Add Address opens a panel on the right. Type the part before the @ (3-64 characters: lowercase letters, numbers, dots, dashes or underscores) and click Create. Each address must be unique across all Finpilo customers, so you may see "This address is already taken". Common mailbox names like info or admin are reserved.
Click an address to open it in the panel. Copy Address copies it. Turn Receives documents off to stop it receiving documents while keeping it reserved to your entity, then click Save. Use the arrows at the top to step to the next address.
Delete (in the panel) gives a Custom address up entirely: email to it is no longer received, and anyone may take the name. To only pause it, turn Receives documents off instead. The System address can be neither turned off nor deleted.

Replies, under the list, controls whether Finpilo answers the sender of each received email. The reply arrives in the sender's mailbox with the result in the subject line (Email received | Success | ... or Email received | Failed | ...) and a list of every attachment with its result. Two switches, both on by default; a change is kept when you click Save in the bar that appears:

When documents are accepted: the sender gets a confirmation that their documents are being processed.
When a document fails: the sender is told when an attachment could not be accepted, or when their email had no attachments at all.

Replies are never sent to automated senders (no-reply addresses, auto-generated mail), so they cannot loop with other systems. They are also skipped when the sending server fails email authentication checks (a likely forged sender address).

Logs lists every email received on the entity's addresses: when it arrived, who sent it, the subject, how many attachments it had, its outcome (Accepted, Failed or Processing) and whether a reply was sent. Click a row to open it in the panel: what became of each attachment (Document created, Not a document, Could not be processed, or Not taken in when the workspace takes no new documents or the attachment is over 25 MB), and why a reply was not sent. A created document opens from its file name. Filter by outcome, search by sender, subject or file name, and use Export in the ⋮ menu to download the list. Entries are kept for 90 days.

Integrations tab

Destination says where this entity sends documents. Choose one under Sends to from the destinations that may serve it, and click Save in the bar that appears. An entity with no destination cannot send. Destinations themselves are added and changed in Workspace Settings → Integrations (see Integrations).

Under it are the entity's own calls, in and out, as in the workspace's Logs: filter by direction or outcome, search the address, and click a call to see its request and response.

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, or add dimensions. All editing controls are disabled or hidden for Members.