Articles on: Document Management

Upload Documents

The Upload page is where you bring documents into TaxLayer manually by selecting or dragging files. It is one of three ways documents can enter TaxLayer — see Other ways to bring documents in below.

The upload flow has three steps:

Choose your upload mode
Select your files
Wait for processing to complete.

Step 1 — Choose an upload mode

The first step asks: "What do you want to do today?"

Choose one of the following modes:

Quick Invoice Check

"Upload invoices and run a fast sanity check for obvious issues."

Use this mode when you want a rapid check on a set of invoices - for example, checking a batch you have just received before committing to a full review. TaxLayer extracts the key fields and runs a

basic set of validation rules. Processing is fast.

Best for: Quick validation, spot-checking a batch, first pass on a set of documents.

Full myDATA Review

"Deep myDATA-style validation with enriched fields and rule checks."

Use this mode when you need documents fully validated against AADE myDATA rules. TaxLayer extracts all available fields including myDATA-specific data (invoice type, VAT exception reason, movement purpose, fuel marks), and runs the complete set of compliance checks.

Best for: Preparing documents for myDATA submission, full compliance review, end-of-period processing.

Step 2 — Upload your files

After selecting a mode, the second step shows the upload area.

To upload files:

Drag and drop files onto the upload area, or click the area to open a file picker

Supported formats: PDF, PNG, JPG, CSV, XLSX, DOCX

You can upload multiple files at once. Each file is listed after selection with a Remove button if you want to take it out before processing.

When you are ready, click Start Processing.

A Batch Name prompt will appear before processing begins. A name is pre-filled based on the current date (e.g. "Import 14/04/2026"). You can accept this or enter a custom name to help identify the batch later.

Step 3 — Processing

After you confirm the batch name, TaxLayer begins processing your documents. The page shows progress as a percentage.

What happens during processing:

Upload received — files are accepted and queued
Analysis — the document is read and interpreted using TaxLayer AI
Extraction — structured data (invoice fields, amounts, parties) is extracted
Classification — the document is assigned a type (e.g. Sales Invoice, Credit Note) and a direction (income or expense)
Client matching — TaxLayer compares the VAT number and company name extracted from the document against your client records and attempts to link it automatically
Validation — the extracted data is checked against myDATA rules (depth of checks depends on the upload mode selected)
Results ready — the document is assigned a final status

Once complete, the page displays "Upload complete" and redirects you to the Documents list.

What the final statuses mean

After processing, every document receives one of three statuses:

Looks Good

All checks passed. The extracted data is complete and no issues were detected. No action required.

Needs Review

Processing succeeded but one or more non-critical warnings were found. The document may have an incomplete field, a borderline value, or a rule that was not fully met. Open the document, check the Errors tab, and decide whether any correction is needed. The document is not blocked from use.

Blocking

One or more critical errors were found. The document cannot be used until the issue is resolved. Common causes include a validation rule failure, a detected duplicate, or a processing error during extraction. Open the document and review the Errors tab for details.

Limitations

The Upload page is available to organisation users only. Client portal contacts cannot upload documents.
Reconciliation & Matching and Custom Data Analysis modes are not yet available.

Troubleshooting

My files do not appear after upload.

Go to the Documents list and check the Processing tab. Files may take a few minutes to appear. If the tab shows nothing after 10 minutes, contact support.

Processing completed but all my documents are Blocking.

Open one of the documents and check the Errors tab. If you see a validation error, confirm that the files you uploaded are in a supported format and contain readable invoice data. Scanned images with very low resolution may fail extraction.

I cannot select more than one mode.

Only Quick Invoice Check and Full myDATA Review are currently available. The other two modes are shown as coming soon.

Updated on: 16/04/2026

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