Pile in. Form out.
A day of typing receipts becomes twenty minutes of review.
Pileform turns a whole period of receipts, invoices, and bank statements into reconciled, post-ready entries for Xero, QuickBooks Online & Desktop, BTMS, and Esoft.
Works with the ledgers you already keep
The cost of the pile
A quarter-end pile lands all at once: hundreds of documents, every shop, language, and VAT rate. Keyed in by hand, it can take a full day.
~12 min
per receipt, keyed by hand
€240–360
of billable time per batch
Re-file
one wrong rate flows into the return
Pileform reconciles the batch automatically and flags only what needs a human check. See how the VAT is handled
Why it holds up
Audit-grade by design.
Three things that go wrong with a batch, and how Pileform gets each one right.
VAT on every line
If the receipt says 9%, we apply 9%, and never override the printed rate. 55 jurisdictions, reverse-charge, inclusive or exclusive in 11 languages.
Computed, never guessed
Every figure is calculated by code, not estimated. Missing rates are inferred and yellow-flagged, impossible ones flagged red, and cash rounding shows in its own column. Nothing is silently fudged.
Proof in the file
Every row links to its original document, embedded in the workbook. When an auditor asks, the evidence is right there. No login, no lock-in.
Integrations
Posts to the software you already use.
Connect Xero, QuickBooks Online, QuickBooks Desktop, or BTMS and the entries you confirm post straight through: supplier invoices as Bills, journal entries in QuickBooks, and entries to BTMS; Esoft clients get a ready-to-import Excel file instead. Every workbook also exports to Excel and CSV, so the records are yours either way. How posting works
How it works
From source documents to posted entries.
No daily capture to maintain and no per-seat licence. Submit the file as your client sent it, review the items Pileform flags, and post. Read the FAQ on accuracy and retention
01 · Submit
Submit the file.
One PDF, exactly as your client sent it: hundreds of pages, mixed languages and currencies. No splitting.
02 · Extract
Extract, with VAT per line.
Supplier, date, and every line item, with the tax rate on each line. Computed, not estimated.
03 · Reconcile
Reconciled by supplier.
Grouped by supplier and reconciled. Unprinted rates are inferred and flagged. You check the exceptions.
04 · Post
Post to your ledger.
One workbook per supplier, the document embedded as proof, posted to Xero, QuickBooks, or BTMS. Yours to keep.
What comes out
One workbook per supplier.
Every workbook exports to Excel and CSV. No lock-in.
| Date | Description | Net | VAT | Gross | Rate | Adj. |
|---|---|---|---|---|---|---|
| 03/04/26 | Diesel · Larnaca depot | 34.20 | 6.50 | 40.70 | 19% | 0.00 |
| 04/04/26 | Unleaded 95 · Nicosia | 42.10 | 8.00 | 50.10 | 19% | 0.00 |
| 08/04/26 | Diesel + cafe · date inferred | 28.65 | 5.45 | 34.10 | 19% | 0.00 |
| 11/04/26 | Car wash | 7.56 | 1.44 | 9.00 | 19% | 0.00 |
| 15/04/26 | Diesel · Larnaca depot | 38.99 | 7.41 | 46.40 | 19% | 0.00 |
| 17/04/26 | Adblue 5L | 12.18 | 2.31 | 14.50 | 19% | 0.01 |
| 22/04/26 | Engine oil · VAT inferred | 29.41 | 5.59 | 35.00 | 19% | 0.00 |
| 26/04/26 | Diesel · Limassol | 31.93 | 6.07 | 38.00 | 19% | 0.00 |
| 29/04/26 | Windscreen wash | 3.36 | 0.64 | 4.00 | 19% | 0.00 |
| Petrolina · 47 receipts | 1,847.32 | 351.00 | 2,198.32 | 19% | 0.04 |
How Pileform is different
Built for period close, not continuous capture.
| Pileform | Continuous-capture tools | |
|---|---|---|
| Best for | A full period of documents, processed together | Continuous daily expense capture |
| Output | An Excel workbook per supplier, plus direct posting to Xero, QuickBooks, and BTMS | Records pushed into the platform |
| VAT | Per line, 55 jurisdictions, reverse-charge, inclusive or exclusive in 11 languages | Generic, normalised to a single rate |
| Bank statements | Extracted, classified, and posted double-entry | Receipt capture only |
| The figures | Computed by code, with uncertainty flagged | Probabilistic extraction |
| Where it leads | A large document set at period close | A steady daily flow |
Pileform does not replace your accounting software. It feeds it. It automates the work between source documents and a posted, reconciled ledger.
Security and data
Built for data you're trusted with.
Your clients' records are handled to the standard your practice is held to.
Processed and stored in the EU (Frankfurt).
GDPR-compliant, with a published DPA.
Encrypted in transit (TLS 1.3) and at rest (AES-256).
Your documents are never used to train models.
No lock-in. You keep the Excel workbook, always.
Built in Cyprus
Cyprus came first.
Pileform started in Nicosia, for Cyprus accountants: the local rates, the Greek-language receipts, the reverse-charge and rounding a Cyprus VAT return expects. The big international tools never handled that properly, so practices were keying it in by hand.
From there it grew: UK VAT, EU rates by country, and GST regions, 55 in all. Each one follows how that country actually files, not a single rate stretched to cover them all.
Pileform also runs Cyprus payroll on the same books, computed at current rates. See payroll for Cyprus
Pileform is accounting-automation software that turns a whole period of source documents (receipts, supplier invoices, and bank statements) into reconciled, post-ready entries for Xero, QuickBooks, BTMS, and Esoft. You drop in the pile as a PDF; you get back a clean, categorised Excel workbook with the VAT worked out on every line and the original document embedded as proof.
It is built for the period-end batch, the stack that lands before a VAT return, not daily, one-at-a-time capture. See everything it does.
No. Pileform does not replace Xero, QuickBooks, or your ledger; it feeds them. You keep the software you already use; Pileform just does the slow part (turning the document pile into clean, coded entries) and posts the results across.
You also keep an Excel workbook of every batch, so the work is yours whether or not you stay connected to a ledger.
Yes, mostly. Connect Xero, QuickBooks Online, QuickBooks Desktop, or BTMS and the entries you confirm post straight through: Bills and manual journals in Xero, journal entries in QuickBooks Online, qbXML entries queued for QuickBooks Desktop's Web Connector, and draft journals in BTMS through the on-premise connector. Esoft doesn't have a live posting connection yet: confirmed entries export as an Excel file formatted for Esoft's import instead, covering supplier documents. Your chart of accounts syncs in wherever a live connection exists, and bank-statement transactions post as double-entry too. You still keep the Excel workbook either way, and you're never locked in. Sage isn't supported. Tell us at contact@pileform.com if you need it.
Accuracy depends on the source PDF. Clean printed receipts extract reliably; smudged thermal prints and handwritten slips are harder. We don't quote a single accuracy figure because the honest answer depends on what the client handed over, and because the figures are computed by code, not estimated by a model that could be 99% confident and still wrong.
Every workbook comes back in two states: high-confidence rows ready to post, and yellow-flagged rows for review. Your time goes to the flagged rows, not to every line.
Automate your period close.
Start free, with no card required. Submit a recent client file and review the workbook in minutes. Or talk to us about your practice first.