1. Create your account
Sign up at app.pileform.com; it's free to start, no card required. During setup, Pileform asks a few short onboarding questions, your firm name, your role, your country, and your VAT number and regime, so extraction and VAT detection are already tuned to your books before your first upload lands.
If you already use Xero or QuickBooks Online, you can connect it at any point after sign-up; connecting isn't required to try your first batch.
2. Upload your first pile
Drop in a batch exactly as it arrived: one PDF, or a set of images, with no need to sort, split, or clean it up first. A single file can hold an entire period's pile across dozens of suppliers, and multi-page or multi-part documents are detected and merged automatically. See what file types and documents Pileform accepts for the full list.
Large uploads resume automatically if your connection drops partway through, and you can watch the job move through the queue as it's processed.
3. From upload to workbook
Once a batch finishes processing, you get back a single Excel workbook: one tab per supplier, a summary tab, proposed journal entries, and the source document embedded alongside each row as proof. Rows that need a second look are flagged rather than posted straight through, see understanding the review screen for what a flag means and how to confirm entries before they post. Entries the system is highly confident about can post automatically if you turn that on; everything else waits for you to confirm. Every batch is also saved to your results archive, so you can come back to any past workbook later.
4. Where to go next
Once your first batch comes back, understanding the review screen covers what a flag means and how to confirm an entry before it posts. When you're ready to post confirmed entries into your books, connecting Xero or QuickBooks Online takes a few minutes, and is entirely optional until then, you always keep the Excel workbook either way.
Still stuck? Email contact@pileform.com and a person replies within one business day.