Stateable's processing pipeline does one thing: it turns a file (a PDF, an Excel workbook, a CSV) into rows you can filter, tag, and export. Knowing the steps makes it easier to guess how long it'll take, figure out why an upload is stuck, and decide what to do when something looks off.
The three-step pipeline
Every file you drop into the Upload sheet goes through the same three steps, one after another:
Analyzing — Stateable looks at the file and works out which carrier it's from and what kind of document it is. A few seconds for most files; longer for huge PDFs or scanned images that have to be read with OCR (turning a picture of text back into real text).
Parsing — the longest step. Stateable pulls out each statement row, tidies it up, and lines it up with the columns Stateable already knows for that carrier. About a minute per ~100 pages.
Done — your rows are now in the Data tab and the file is listed in Documents. Your rules and custom fields apply automatically.
You can close the Upload sheet at any time. Processing keeps running in the background.
What can go wrong (and what each means)
Three results other than "Done" come up often. None of them are cause for alarm:
No Match — Stateable doesn't yet recognize this carrier's statement layout. Send the file to Support and we'll set it up; full process in [Supported carriers and what we parse](supported-carriers).
Duplicate — the file matches one that's already in your org. No new rows are added; the original is still in place.
Error — Stateable knew the carrier but couldn't pull the rows out. Usually a damaged file or an unusual layout it didn't expect. Upload a fresh copy; if it keeps failing, contact Support.
Full reference: Understand document statuses and what they mean.
After parsing: where things live
Once a file is Done:
Its rows land in the Data tab. They join the rest of your commission data and you can search and filter them right away.
The file itself shows up in the Documents tab, along with its carrier, who uploaded it, and when.
The original file is kept indefinitely. Download it any time from Documents.
To find a specific statement later, see Find, preview, and download your statements.
Cleaning up and reprocessing
Sometimes you need a statement out of Stateable — wrong org, wrong file, or you want to parse it again after we've updated how a carrier is set up. The steps are always the same: delete it first, then upload it again to reprocess. See Delete or reprocess a statement after parsing.
How long should you wait?
A typical 20-page PDF: under a minute. A several-hundred-page Excel workbook: a few minutes. If you've waited more than five minutes on an average-sized file, check the Currently parsing list at the top of the Upload sheet — it stays put when you reload the page and everyone in your org sees the same list.
Key terms
Term | Meaning |
Analyzing | First step. Works out the carrier and the kind of document. |
Parsing | Pulls out the rows and tidies them to match the carrier's known columns. |
Done | File is parsed; rows are live in the Data tab. |
No Match | Stateable doesn't yet recognize this carrier's layout. |
Duplicate | The file matches one already in your org; no new rows are added. |
OCR | Optical Character Recognition. Reads the text out of scanned PDFs (ones that are really just a picture of the page). |
Common questions
How big can an uploaded file be?
There's no set limit on how big a single file can be, as long as you're within your trial or plan limit. Large scanned PDFs take longer to read; spreadsheets over ~50 MB may slow down the other files you upload at the same time.
Can I upload more than one file at a time?
Yes — you can upload more than one file at a time by dropping several files into the Upload sheet. Each one goes through the steps on its own.
Where do uploaded files end up if I close the Upload sheet?
If you close the Upload sheet, your files keep going through the steps. Check on their progress in the Documents tab; closing the sheet doesn't cancel anything.
What happens if I upload the same statement twice?
If you upload the same statement twice, the second copy gets a Duplicate status and no new rows are created. Your original parsed data stays intact.
Can I re-parse a statement after a carrier-format update?
Yes — to parse a statement again after a carrier's layout has been updated, delete it, then upload it again. See Delete or reprocess a statement after parsing.
Get help
Still need a hand? Start a conversation from the Support button in the app, or email [email protected]. We reply within one business day for most tickets.
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Last reviewed: 2026-05-27