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Partners

Partners are the suppliers, vendors, and other companies you do business with. Each entity has its own partner list. Partners are used for matching and linking documents to verified business records.

Viewing partners

  1. Navigate to Entity Management and click on an entity.
  2. Select the Partners tab.

The partner list shows all partners for this entity with the following columns:

  • Legal Name — the partner's official name.
  • Reg. No. — registration number.
  • VAT No. — VAT registration number.
  • Created By — who created the partner record.
  • Created — the creation date and time.

Use the search field to filter by partner name, registration number, or VAT number. The list is paginated (25 rows per page by default).

Adding a new partner

Admin or Owner role required.

From the Partners tab

  1. Click the Add Partner button in the top-right corner.
  2. Fill in the partner details:
    • Legal Name (required) — the partner's official name.
    • Registration Number — the company registration number.
    • VAT Number — the VAT registration number.
    • Legal Address — the registered address.
    • Bank Accounts — type a bank account and press Enter to add. You can add multiple accounts.
    • Reference ID — an internal reference. If left empty, it is auto-generated (format: SUP-00001).
  3. Click Create.

From the Document View

When reviewing a document, you can create a new partner directly from the Supplier section:

  1. In the Partner dropdown in the Supplier section, type the partner name.
  2. If no match is found, a + Create New option appears at the bottom of the dropdown.
  3. Click + Create New. A dialog opens with the partner's details pre-filled from the document (legal name, VAT number, address).
  4. Review and correct the pre-filled data, then click Create.
  5. The newly created partner is automatically linked to the document.

From a file

If you need to add many partners at once, you can import them from a file.

  1. On the Partners tab, click the Import button.
  2. In the import dialog, click Download Template to get a CSV file with the correct columns.
  3. Fill the template with your partners. Each row is one partner, with these columns:
    • referenceId (required) — the internal reference for the partner. Unlike adding a partner manually, the Reference ID must be filled in when importing.
    • legalName (required) — the partner's official name.
    • regNo — the registration number.
    • vatNo — the VAT number.
    • legalAddress — the registered address.
    • bankAccounts — one or more bank accounts. To list several accounts in one cell, separate them with a semicolon (for example: LV80...;LV12...).
  4. Save the file as CSV and select it in the import dialog. You can import up to 10,000 partners per file.
  5. Click Import. When it finishes, the dialog shows how many partners were created, how many were updated, and how many rows failed.

Updating with import: if a row's referenceId already exists for this entity, the import updates that partner instead of creating a duplicate. You can re-import a corrected file to update partners in bulk.

If some rows fail (for example, a missing legal name), the valid rows are still imported — the failed rows are skipped and listed so you can fix and re-import them.

Partners added through import are not attributed to an individual user, so they do not show a name in the Created By column.

Editing a partner

Click on any partner in the list to open the partner detail page.

General tab

Shows all partner properties. Edit any field and click Save to update.

The General tab also includes a Delete Partner section at the bottom. If the partner is linked to documents, you must remove those links first before deletion.

Change History tab

Shows a log of changes made to the partner record. If no changes have been recorded, it shows "No changes recorded yet."

Partner matching on documents

When Finpilo processes a document, the AI extracts supplier information (name, registration number, VAT number, address, bank accounts) and compares it against your partner database.

On the Document View, each field in the Supplier section shows a match indicator:

  • Green checkmark with "Exact match" tooltip — the extracted value matches the partner record exactly.
  • Red cross with "Values do not match" tooltip — the extracted value differs from the partner record. This helps you spot discrepancies such as address changes or incorrect data.
  • Grey dash — the field is empty in either the document or the partner record, so no comparison is possible.

If the AI did not find a matching partner, the Partner dropdown shows no selection. You can manually search for and select a partner, or create a new one using the + Create New option.

Member role access

Members can view the partner list and partner details but cannot add, edit, or delete partners.