Check supported files and limits

Use this page to choose the correct capture method for a document.

Formats and limits

Capture method	Accepted content	Limits and behavior
Upload	PDF, JPG, PNG, and invoice XML	Up to 50 files per upload and 10 MB per file. Separate files create separate documents. A PDF with several documents is split.
Connected inbox	PDF attachments, invoice XML, and invoices written in the email body	Attachments can be up to 10 MB. Separate files create separate documents. A PDF with several documents is split. Billpal converts an invoice in the email body to PDF when there is no PDF or invoice XML attachment. JPG and PNG attachments are not imported.
Forwarding	PDF attachments, invoice XML, and invoices written in the email body	The same file rules as a connected inbox apply. The email must come from the sender address configured for the forwarding address.
WhatsApp	Documents: PDF, JPG, PNG, WebP, and invoice XML. Statements: PDF, CSV, Excel, CAMT.053, MT940, and OFX.	Send up to 20 document files at a time. Send all photos of a multi-page document together. Billpal groups the pages into one document. A PDF with several documents is split. A statement imports transactions after you choose its bank or card account.
Portal	Files downloaded from the connected supplier portal	The portal agent downloads the files available in the supplier account. You do not select or send the files yourself.

Prepare multi-page documents

For upload and email, combine all pages of one invoice into a single PDF. Separate files create separate documents. For WhatsApp, photograph every page and send the photos together in one message. After Billpal confirms the document, you cannot add another page. Delete the incomplete document and send all pages again.

Several documents in one PDF

A PDF can contain several invoices, receipts, credit notes, or reminders. Billpal splits it into one document for each of them. This applies to upload, email, forwarding, WhatsApp, and portals. The Documents tab in Activity shows each split. Billpal splits a PDF only when it is sure where each document starts and ends. Billpal keeps the PDF as one document in these cases:

All pages belong to one document.
Billpal is not sure where a document ends, or cannot read every page.
The PDF has more than 40 pages, is encrypted, is digitally signed, or contains an embedded file such as an e-invoice XML.

Each new document appears under Documents and counts toward the document allowance. If a part is already in Billpal, Billpal does not create it again. If every part is already in Billpal, no new document appears. During the trial, Billpal holds the whole PDF when the trial has ended or has fewer documents left than the PDF contains. The document shows Trial allowance reached. Billpal splits and processes the PDF after the subscription starts.

E-invoices

Billpal accepts ZUGFeRD and Factur-X PDFs, and invoice XML such as XRechnung (CII or UBL). A credit note XML is not accepted. When a PDF and its XML are the same invoice, Billpal keeps both on one document. The PDF is the preview. The numbers come from the XML. When Billpal reads that file, it also checks the EN 16931 invoice data. A failed check is a note on the document. It does not block export. PDF/A-3 is not checked. If no profile matches, the check stays clear.

Duplicate files

If the same file arrives more than once, including through different capture methods, Billpal keeps the first document and does not create another one. Billpal compares the file itself. Two scans or photos of the same paper invoice are different files and can therefore create separate documents.

If a file is not accepted

For a JPG or PNG attached to an email, use Upload or WhatsApp.
If an invoice is only accessible after signing in, connect the supplier portal.
If an accepted file fails during processing, open it under Documents and select Retry processing. See Find and edit documents.

Get started

Capture documents

Manage documents

Export and accounting

Team and account

ChatGPT and Claude