For CSPs & fund administrators

Four years on, someone asks where a figure came from.

Corporate service providers and fund administrators answer for books they closed a long time ago. Pileform builds each administered entity’s quarter so that any figure in it walks back to the document it was read from, inside the file, with no login in the way.

Pileform for businesses

The question

€2,856.00

An auditor, a regulator, or the client’s own accountant points at one number in a book you closed 4 years ago and asks what it was.

The walk back

Start at the figure. Keep going down.

One row, one administered entity, one quarter that closed years ago. Every step below lives in the same workbook as the step above it.

  1. The figure

    The gross cell somebody is pointing at.

    €2,856.00

    Supplier tab, Aegis Nominees Ltd, Q1

  2. The row it sits in

    Date, description, net, VAT, gross, rate, and the adjustment cell, which is shown even when it is nil.

    DateDescriptionNetVATGrossRateAdj.
    18 Mar 2022Statutory audit, year ended 31 Dec 2021€2,400.00€456.00€2,856.0019%€0.00

    Same tab, one tab per supplier

  3. The words it was read from

    The phrase printed on the document, kept in the language it was printed in, so the reading can be checked rather than trusted.

    ΦΠΑ 19%

    LEFKARA AUDIT PARTNERS · INV-4417

    Held in the cell itself

  4. The paper

    The original invoice, as scanned. Not a reference to it, not a link to a portal. The picture.

    LEFKARA AUDIT PARTNERSINV-4417 · 18 Mar 2022

    Statutory audit, year ended 31 Dec 2021€2,400.00

    Net€2,400.00
    ΦΠΑ 19%€456.00
    Gross€2,856.00

    Source images tab, same file

Every step above is in one file. Open it years from now, on a machine that has never heard of us, and the receipt is still in there.

Sample entity and figures.

Then the same walk, on every entity you administer.

Each administered entity is its own drop, its own quarter, its own book. Nothing is pooled to save a pass.

  • Aegis Nominees Ltd

    Suppliers
    38
    LEFKARA AUDIT PARTNERS
    invoices this entity

  • Kestrel Fund SICAV

    Suppliers
    54
    LEFKARA AUDIT PARTNERS
    invoices this entity

  • Thalassa Trustees Ltd

    Suppliers
    12
    LEFKARA AUDIT PARTNERS
    does not

Two of these three are billed by the same firm. That is two books, two rows, and two separate walks back. It is never one supplier with a merged total, because the entities do not share a ledger and neither does their evidence.

What holds it up

The source document, embedded.
Every row carries the original receipt or invoice image inside the workbook itself. When the regulator, the auditor, or the client's own accountant asks where a figure came from, the answer is one click away, years later, in the file.
55 jurisdictions, 11 languages.
Administered entities trade wherever they trade. Cyprus 19/9/5/3/0, UK VAT, EU rates by country, GST regimes, applied per line from what the document says, with reverse-charge handling for cross-border services.
Multi-currency, rounding in the open.
EUR books with GBP invoices and USD statements are normal here. Currencies stay original, and any rounding gap is surfaced as an explicit adjustment cell, nothing silently fudged in a regulated file.
Flags, not guesses.
Rows come back in two states: high-confidence and ready, or yellow-flagged for review. Junior time goes to the uncertain rows only, and the review trail shows the regulator a human checked exactly what needed checking.
EU-hosted, with a published DPA.
Client documents are processed and stored in the EU, encrypted in transit and at rest, never used to train models, with a published DPA. The full data posture is on the data-security page.

Questions administrators ask.

Yes. Each entity's period is its own drop, and batches process independently, a typical 200-page batch takes about 12 minutes, and larger bundles (500–1,000 pages) finish overnight. Practices run multiple entities' quarters side by side rather than queueing them through staff.

Inside the workbook, embedded next to the rows extracted from it, with source phrases preserved in cell comments. The file is self-contained: years later, the evidence behind every figure opens from the workbook itself, without chasing a separate document archive.

VAT and GST across 55 jurisdictions, Cyprus, UK, EU member states by country, and GST regimes, computed per line and never overriding a printed rate. Documents are read in 11 languages, and currencies stay as the document states them, with rounding gaps shown explicitly.

Processed and stored in the EU, encrypted in transit and at rest, with a published DPA and GDPR alignment. Customer documents are never used to train models. The full posture, authentication, isolation, breach response, is written up on the data-security page.

Yes. Connect the entity's own accounting software and confirmed entries post into that ledger, supplier invoices as Bills in Xero and QuickBooks. Entities not on a connected system get clean Excel and CSV exports instead. No lock-in either way.

  1. The figure
  2. The row it sits in
  3. The words it was read from
  4. The paper

Run one entity through, end to end.

Sign up free, no card. Process a real entity's period and show the output to your compliance officer before you commit to anything.

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