Getting Started
Welcome to Fileo. You've subscribed — here's exactly what happens next and how to get up and running in minutes.
What Fileo Does
Fileo is an AI-powered document organization service. When you forward a receipt or invoice to your unique Fileo email address, Fileo automatically:
- Reads and extracts the key data (vendor, date, amount, taxes, invoice number, etc.)
- Gives the document a clean, standardized filename
- Files it to the right folder in your Google Drive
- Logs every detail to your Google Sheet
- Sends you a confirmation email
No app to install. No manual entry. Just forward and forget.
Setup in 3 Steps
-
Connect your Google Drive
After subscribing, you'll receive a welcome email with a "Connect Google Drive" button. Click it and authorize Fileo to access your Drive. This takes about 30 seconds. -
Note your Fileo address
Once connected, you'll receive your unique Fileo address — something like acme@mail.precision-ledger.com. This is the address you forward documents to. Keep it handy. -
Forward your first receipt
Forward any receipt or invoice email to your Fileo address. Within a minute, you'll receive a confirmation email and the document will appear in your Google Drive.
Save your Fileo address as a contact in your email client. That way you can forward receipts in two taps from your phone — no typing required.
Submitting Documents
How to Forward a Receipt or Invoice
Simply forward any email containing a receipt or invoice to your Fileo address. Fileo accepts documents in the following formats:
- PDF — most common for invoices and digital receipts
- JPG / JPEG — photos of paper receipts
- PNG — screenshots of receipts
- WEBP / GIF — other image formats
What Happens After You Forward
- Fileo receives your email and queues it for processing
- Google Gemini AI reads the document and extracts all relevant data
- The document is renamed using Fileo's standardized naming convention
- The file is uploaded to the correct folder in your Google Drive
- The data is logged to your annual Google Sheet
- You receive a confirmation email with a summary and a link to the filed document
Processing typically takes 30–60 seconds per document.
Duplicate Detection
Fileo automatically detects duplicate submissions. If you forward the same invoice twice, Fileo will recognize it and notify you — no double entries will appear in your sheet.
Fileo processes one document per email. If an email contains multiple attachments, each attachment will be processed and filed separately. Each will appear as its own row in your sheet.
The Note: Feature
Add context to any document as you forward it
Type Note: followed by anything you want — GL codes, budget categories, project names, client references, or any custom tag — in the body of your forwarding email. Fileo will capture it and attach it directly to that document's row in your sheet.
The tag must be spelled exactly as Note: — capital N, lowercase ote, followed immediately by a colon. No space before the colon. If spelled differently, Fileo will not capture it.
How to Use It
When forwarding a receipt or invoice, simply type Note: followed by your tag in the body of the email before sending. You can add it on any line — Fileo will find it automatically.
Note: GL:6100 Budget:Operations
-- The rest of the original email follows --
Use Cases
- General Ledger codes — Tag with your GL account number so your bookkeeper can code instantly: Note: GL:6100
- Budget categories — Track spend by budget: Note: Budget:Marketing
- Project tracking — Assign to a project: Note: Project:Phase-2
- Client billing — Flag for client recharge: Note: Client:Smith-Co Billable
- Expense reports — Flag for reimbursement: Note: Reimbursable Employee:Sarah
- Custom reminders — Any freeform text: Note: Check HST registration before coding
Ask your client to include GL codes when forwarding. A vendor invoice forwarded with Note: GL:5200 arrives in the sheet pre-coded and ready for your review — no back-and-forth required.
Filing from Your Phone
Fileo doesn't have a standalone app — and that's intentional. Instead of asking you to download yet another app, Fileo works with the tools already on your phone. No login. No extra subscription. Just tap and send.
iPhone — One-Tap Home Screen Shortcut
Using Apple's built-in Shortcuts app, you can create a one-tap shortcut that opens your camera, snaps a receipt, and sends it to Fileo in about 15 seconds.
Create one shortcut per company — each with its own Fileo address. You'll have one icon per company on your Home Screen. Tap the right one and you're filing to the right place instantly.
Step-by-Step Setup
- Tap Add Action → search Take Photo → select it
- Tap the ˅ arrow on Take Photo → toggle ON Show Camera Preview
- Tap + below → search Send Email → select it
- Tap the ˅ arrow on Send Email → toggle ON Show Compose Sheet
- Tap To: → paste your Fileo address
- Tap Subject → leave it blank (Fileo reads the document automatically)
→
How to Use It
- Tap the Fileo icon on your Home Screen
- Camera opens → snap your receipt
- Preview → tap Use Photo
- Apple Mail opens pre-addressed to your Fileo address
- Optionally type a note (e.g.
Note: GL:6100) - Tap the blue send arrow → filed!
Note: GL:6100 before sending and Fileo logs it automatically.
Android — Share from Camera
Android users can file receipts in a few taps using the built-in Camera and Gmail apps — no setup beyond saving your Fileo address as a contact.
Setup (2 minutes)
- Open your Contacts app
- Add a new contact named Fileo — [Your Company Name]
- Set the email to your Fileo address
- Save — done!
How to Use It
- Take a photo in your Camera app
- Tap Share → select Gmail
- Search your Fileo contact in the To: field
- Optionally add a note
- Tap Send → filed!
Why No App?
- Nothing to download or update
- No separate login to remember
- Works with Camera and Mail apps you already use
- Faster than any receipt scanning app
- No extra subscription or in-app purchases
Your Google Drive
All your documents are filed to your own Google Drive — Fileo never stores your files on its own servers. You own your data completely.
Folder Structure
Fileo creates and maintains the following folder structure in your Drive:
📁 Your-Company-Name/
📁 2026/
📁 01-January/
📁 Receipts/
📄 2026-01-15_R001_Receipt_Staples_CAD$47.83_Visa-4242.pdf
📁 Invoices/
📄 2026-01-20_R002_Invoice_Bell-Canada_CAD$189.00_INV-98231.pdf
📁 02-February/
...
📊 Fileo-Log_Your-Company-Name_2026.xlsx
📋 Fileo-Audit-Log_Your-Company-Name.xlsx
File Naming Convention
Every document filed by Fileo is given a standardized, searchable filename:
For invoices, the last segment is the invoice number instead of the payment method. This naming convention means every file is instantly sortable, searchable, and human-readable — no more "receipt (3) final FINAL.pdf".
Because all files follow the same naming format, your bookkeeper or accountant can sort your Receipts folder by name and instantly see every document in date order with amounts visible — without opening a single file.
Your Google Sheet
Fileo automatically creates and maintains an annual Google Sheet log inside your Fileo folder. Each year gets its own spreadsheet, with a separate tab for each month.
What's Logged
Every filed document creates a row in your sheet with 28 columns including:
- Doc #, Date Filed, Client, Vendor, Document Date
- Subtotal, GST/HST, PST/QST, Sales Tax, Total
- Currency, Payment Method, Card Last 4
- Document Type, Invoice #, Due Date
- Tax Registration Numbers (GST/HST Reg #, QST Reg #, EIN)
- Description, Note, Filename, Drive Link
- Source Email, Confidence Flags
Making Corrections
If Fileo extracts something incorrectly, simply edit the cell in your Google Sheet. Fileo monitors your sheet for changes and will automatically rename the file in your Drive to match — keeping your sheet and Drive always in sync. See Section 7 for details.
The Audit Log
A separate audit log spreadsheet records every action Fileo takes — filings, corrections, team member changes made in the portal, and more. This log is created the moment you connect your Google Drive and captures everything from day one.
Confidence Flags
Fileo's AI extraction is highly accurate, but not infallible. To help you trust your data, Fileo uses a confidence scoring system that flags any fields it's uncertain about.
Rows highlighted in yellow in your sheet have one or more fields that Fileo wasn't fully confident about. The "Confidence Flags" column tells you which specific fields to check.
Once you review and correct any flagged fields, the yellow highlight is removed automatically after the next sync.
Always review yellow-highlighted rows before using the data for accounting or tax purposes. A low-confidence extraction is Fileo's way of asking you to double-check against the original document.
Corrections & Sync
Made a mistake in your sheet, or want to correct something Fileo extracted incorrectly? Just edit the cell. Fileo will detect the change and automatically update the filename in your Drive to match.
How It Works
- You edit a cell in your Google Sheet (vendor name, date, amount, etc.)
- Fileo detects the change within seconds
- Fileo renames the file in your Drive to reflect the correction
- If the date changed to a different month or year, Fileo moves the file to the correct folder automatically
- The correction is recorded in your audit log
- The yellow confidence flag is cleared
What Triggers a Sync
The following field changes in your sheet will trigger a file rename or move:
- Vendor name
- Document date
- Total amount
- Currency
- Document type (Receipt / Invoice / Credit Note)
- Invoice number or payment method
The sync is your safety net. Don't worry about getting everything perfect on the first forward — Fileo makes it easy to correct and keeps your Drive and Sheet in sync automatically.
Managing Your Team
You can authorize team members to submit documents to your Fileo address — without giving them access to your portal or Google Drive. Each person is assigned a role that determines what they can do.
Roles
| Role | Can Submit Documents | Receives | Typical Use |
|---|---|---|---|
| Admin | Yes | Full confirmation email with all details and sync link | Business owner, bookkeeper |
| Employee | Yes | Simple confirmation that their receipt was received | Staff submitting expense receipts |
| Vendor | Yes | Simple confirmation that their invoice was received | Suppliers emailing invoices directly |
Adding Team Members
Add team members in your Client Portal under "Your Team". Enter their email address, select their role, and click Add. They can begin submitting documents immediately — no account creation required on their end.
The Vendor Role — A Game Changer
Instead of your vendors emailing invoices to you (which you then forward to Fileo), you can give vendors your Fileo address directly. They email their invoices straight to Fileo and it's filed instantly — no forwarding, no manual steps, no chasing invoices.
Example: Your office cleaning company emails their monthly invoice to acme@mail.precision-ledger.com directly. It's filed to your Drive and logged in your Sheet automatically — you never have to touch it.
The Client Portal
Your Client Portal is your control centre for managing Fileo. Access it at any time at fileo-production.up.railway.app/portal.
Logging In
Fileo uses magic link authentication — no password required. Enter your email address and we'll send you a secure login link that works for 7 days. Click the link in your email and you're in.
What You Can Do in the Portal
- View your Fileo address — copy it with one click
- Manage your team — add or remove admins, employees, and vendors
- Manage billing — view invoices, update payment method, or cancel
- Switch between companies — if you manage multiple companies (see Section 10)
Portal sessions are secured with HTTP-only cookies and expire after 7 days. Login links are single-use and expire after 1 hour. Your Google Drive credentials are stored encrypted and never exposed in the portal.
Multiple Companies
Fileo supports managing multiple companies under a single login — ideal for business owners with several entities, or bookkeepers managing multiple clients.
How It Works
Each company is a separate Fileo subscription (US$23/month per company). Each company gets its own:
- Unique Fileo address
- Separate Google Drive folder and annual Sheet
- Independent team member list
- Separate billing subscription
Setting Up a Second Company
- Visit the Fileo website and click "Get started"
- Use your existing email address and enter the new business name
- Complete the Stripe checkout — a new subscription is created
- Connect the new company's Google Drive via the welcome email
- Log into your portal — you'll see both companies in the selector
Switch between companies at any time using the "Switch company" link in the top navigation of your portal dashboard.
For Bookkeepers
Fileo is designed with bookkeepers in mind. Here's how it fits into your workflow and how to get the most out of it for your clients.
Your Role as Admin
As a bookkeeper, you're typically added as an Admin on your client's Fileo account. This gives you full confirmation emails for every document filed, including a direct link to the filed document in Google Drive.
Managing Multiple Clients
Each client is a separate Fileo subscription. All you need is one login — your email address — to manage all of them from the portal. The company selector lets you switch between clients in one click.
Workflow recommendation: Have each client add you as an Admin, and add their regular vendors as Vendor role. Vendors email invoices directly to Fileo, employees forward receipts, and everything lands pre-organized in Google Drive — ready for your review.
Using the Note: Feature for GL Codes
Train your clients to include GL codes when forwarding: Note: GL:6100. The code appears directly in the Note column of their sheet, making coding faster and reducing back-and-forth.
The Audit Log
Every action is recorded in the client's Fileo Audit Log — filings, corrections, portal changes. This gives you a complete, timestamped history of all document activity — useful for reviews, client questions, and year-end.
Sharing Google Drive
Since all files live in the client's own Google Drive, you can request view access to their Fileo folder directly through Google Drive — completely separate from Fileo. You'll see every filed document without needing portal access.
1. Have the client subscribe at the Fileo website using their email. 2. Have them connect their Google Drive. 3. Add you (bookkeeper) as Admin in the portal. 4. Add their regular vendors as Vendor role. 5. Done — documents start flowing automatically.
Troubleshooting
Document wasn't filed
- Check that the sender's email is added as Admin, Employee, or Vendor in your portal
- Verify the document was sent to the correct Fileo address
- Confirm the file format is supported (PDF, JPG, PNG, WEBP)
- Check that your Google Drive is still connected in the portal
Wrong data was extracted
- Edit the incorrect cell directly in your Google Sheet
- Fileo will detect the change and rename/move the file automatically within seconds
- For recurring vendors with consistent errors, contact support
Google Drive not connected
- Visit your portal and look for a "Connect Google Drive" prompt
- Click to re-authorize — this refreshes your Drive connection
- Documents submitted while disconnected may need to be resubmitted
I can't find a filed document
- Check the confirmation email — it contains a direct link to the filed document
- Search your Google Sheet for the vendor name or doc number
- Use the Drive Link column to jump directly to the file
I forwarded something by mistake
- Delete the row from your Google Sheet
- Delete the file from your Google Drive
- Contact support if you need help with cleanup
Support
We're here to help. If you run into anything not covered in this guide, reach out and we'll get back to you promptly.
Get Support: fileo-production.up.railway.app/support
Billing: Manage your subscription at any time through the billing portal — accessible from your Fileo portal dashboard.
Privacy & Terms: View our Privacy Policy and Terms of Service at any time.
Fileo User Guide v2.3 · June 2026 · Precision Ledger Solutions · Ontario, Canada