1. What it can help with
The assistant answers two kinds of question. Ask it how Pileform works, uploading, VAT and multi-currency handling, review flags, posting, payroll, or Cyprus compliance, and it draws on Pileform's own documentation. Ask it about your own company's records already held in Pileform, and it looks those up directly:
- Why a specific entry is flagged for review, and what would clear it. See how review flags work for the general mechanics.
- A supplier's ledger balance: invoiced, paid, and open.
- How much has posted to a given account, split by debit and credit side.
- Looking up a document or transaction by reference, description, or filename.
- Your most recent VAT return draft and upcoming compliance deadlines.
Open it from the chat icon in the workspace toolbar and ask in your own words.
2. What it deliberately can't reach
The assistant's access to your data is a closed, named list, not something the model decides for itself. Payroll, billing and payment-card details, and team or account administration are never reachable, whatever way the question is phrased. It only ever looks at one company's data at a time, the one you're currently working in.
3. It shows its sources, and says so when it doesn't know
A factual claim about how Pileform works carries an inline source marker you can check against the underlying documentation. When your own records answer the question, the assistant quotes the figures a lookup actually returned, character for character; it never calculates, rounds, or converts a number itself. If nothing relevant turns up, it says so rather than guessing.
4. A starting point, not filed advice
An answer from the assistant is a starting point for your own judgement, not a filed return, a posted entry, or professional advice, the same line Pileform never crosses anywhere else in the product. You remain the responsible professional: check a flagged entry before you confirm it, and verify a compliance date or a VAT figure against the current authority source before relying on it.
5. What happens to your questions
The text of your questions and the assistant's answers is kept for 90 days, then deleted automatically. Separately, a content-free record of daily usage per company, with no conversation text in it, is kept for up to 24 months for billing and abuse prevention. The AI provider that processes a question, including any of your own accounting records it needs to answer it, is named in our Data Processing Agreement alongside every other sub-processor, its role, and where it operates. See the privacy policy for the fuller picture of what Pileform collects and keeps.
Still stuck? Email contact@pileform.com and a person replies within one business day.