1. Five bands, never a guess
Every row lands in one of five bands: Needs your eye (flagged for review), Clean — ready to approve (verified, nobody's approved it yet), Uncategorised, please pick (missing an account code), Approved — ready to post (you've signed off and it's waiting to post), or Posted (it's in your books). Nothing is silently guessed or "fixed": every amount, VAT figure, and journal entry is worked out by deterministic code, the AI only transcribes text and suggests a category. When something doesn't reconcile, or a rate isn't printed on the document, the row lands in Needs your eye so you can confirm it, it's never dropped and never quietly corrected.
2. Confidence chips, blocker chips, and Explain
Every row carries a confidence chip, colour-coded green at 80% confidence or above, amber from 75% up to 80%, and red below 75%, so you can see at a glance how sure the pipeline is. A row the pipeline can't verify also carries a blocker chip naming the exact reason, for example an inferred rate, a missing account code, or a reconciliation gap, and each blocker chip has an Explain button that opens the assistant with a question about that row already drafted for you to review before sending. A cash-rounding or reconciliation gap is surfaced as its own adjustment note on the row, rather than being folded into the totals, so the book always reconciles to the printed total.
A confidence chip shows how sure the pipeline is; the flagged row also carries a blocker chip naming the reason it needs a look. A cash-rounding gap is surfaced as its own adjustment note on the row, never folded into the total.
3. Five views, bulk edits, and Post all
The review screen has five views along the top: Review queue for the five bands above, By supplier to work through one vendor's rows at a time, Journal for the full double-entry list, Summary for the headline totals, and Bank for bank-statement transactions. Switch freely; nothing is hidden by picking one over another.
In any view you confirm, edit, or reject a row one at a time, or use Bulk edit by description to apply the same account to every pending row matching a text pattern in one go, learning the pattern as a rule for next time. Post all sends everything approved in a batch and reports a summary of what posted, what was skipped, and what failed. Nothing posts to your ledger until you confirm it. See connecting Xero or QuickBooks Online for what happens after you confirm an entry.
4. It gets faster the more you use it
Pileform remembers each supplier, name variants, VAT ID, and how you've coded them before, so repeat suppliers increasingly code themselves. Your categorisation rules build up as you confirm entries, and the review pile shrinks over time. See the FAQ for more on how that learning works.
Still stuck? Email contact@pileform.com and a person replies within one business day.