Upload & Processing
Uploading documents is the first step in getting them validated, fixed, and submitted to myDATA. TaxLayer is designed to handle the formats you already work with.
🔍 What You Can Upload
TaxLayer accepts:
Spreadsheets (CSV/XLSX): Best for exports from ERPs or accounting software. Fastest, most accurate way to process lots of invoices at once.
PDFs: Ideal for supplier invoices, official documents, and contracts. Our extraction engine handles them automatically.
Images (JPG/PNG): Perfect for scanned receipts or photos taken on the go.
📏 Limits: Up to 10MB per file, max 10 files per session.
💡 The pain this solves: You don’t need to clean or reformat data before upload — just drop in what you have, and TaxLayer does the rest.
🧭 Choosing the Right Format
Use CSV/XLSX → when you’ve got bulk data from accounting systems (monthly invoices, vendor lists).
Use PDF → when dealing with individual invoices or multi-page supplier docs.
Use JPG/PNG → when scanning receipts or grabbing screenshots.
💡 Think of it this way: Spreadsheets are for speed, PDFs are for accuracy, images are for flexibility.
🧪 Built-In Pre-Checks
Before a file even starts processing, TaxLayer runs smart checks:
Blocks unsupported formats
Flags oversize files (>10MB)
Detects corrupted/empty files
Shows you estimated processing time upfront
💡 This means fewer stuck batches, no wasted time, and less guesswork about why something failed.
🚨 Common Upload Issues (and Fixes)
Too big? → Compress the PDF or split large spreadsheets.
Wrong format? → Convert to PDF, CSV, or XLSX.
Corrupted file? → Re-export from the original system.
Empty? → Make sure it isn’t password-protected or blank.
🗂 Organising Your Uploads with Batches
Every upload = a batch.
Auto-named by date (e.g.,
2025-01-15 Upload) — you can rename if you want to.Tracks counts in real time: ✅ Valid, ⚠️ Warning, ❌ Error, 🚫 XSD fail.
Creates a clean audit trail for submissions.
Batching strategies:
Monthly close: One batch per client per month → best for myDATA audit readiness.
Vendor/project clean-up: One batch per supplier or project → best when fixing specific issues.
📋 Step-by-step Upload Process
You can upload documents from two places in TaxLayer:
From the main dashboard page
From a client dashboard
Select Your Workflow Choose how TaxLayer should process your documents:
💡 Why workflows matter: Different document types need different handling. A receipt needs lighter validation than a formal invoice going to myDATA.
🔗 Need a custom workflow? → Create and manage workflows to build your own processing pipeline with drag-and-drop blocks - see Workflow System for more details.
⚙️ Default Workflow Behaviour If you don't select a workflow, TaxLayer uses your tenant's default workflow automatically — nothing gets stuck waiting for you to choose.
💡 Default workflow runs automatically if you don’t choose one, so nothing gets stuck.
2️⃣ Upload Your Files Drag and drop or click to select your documents. TaxLayer will automatically:
Create a batch (named by date, but you can rename it)
Run pre-upload checks (size, format, corruption)
3️⃣ Monitor Progress Watch real-time updates as your documents move through:
Upload → Analysis → Extraction → Validation → Results
⏫ What Happens After You Upload
TaxLayer gives you real-time progress at both file and batch level:
Upload (10–30s): File securely stored.
Analysis (30–120s): Format detection.
Extraction (1–5m): Data + OCR extraction.
Validation (30–180s): myDATA compliance checks.
Summary (5–10s): Results appear on your dashboard.
💡 You see issues while the batch is still fresh, instead of days later.
💡 Pro Tips for Smooth Uploads
Speed: Batch similar documents, use XLSX over CSV, compress big PDFs.
Accuracy: Scan at 300 DPI, use descriptive file names, keep currencies consistent.
Compliance: Always include VAT numbers, use consistent date formats, split receipts vs invoices into separate batches.
📋 Pre-Upload Checklist
🚑 Troubleshooting
Upload not starting? → Check file size/format, refresh browser, clear cache.
Processing stuck? → Large files can take 10+ mins; you’ll also get an email when done. Retry if needed.
👉 With this upload system, you don’t just “send files into a black box.” You stay in control — with clear batches, real-time progress, and fewer rejections downstream.
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