Onboarding System
Welcome! This guide gets your workspace and AI ready for real work—without fluff. You’ll complete a 5-step account setup, then (now or later) refine your AI with a 9-step Brain configuration.
Why it matters: The more context you give now, the fewer myDATA rejections later. Rich setup = smarter suggestions, safer bulk fixes, faster submissions.
📋 Before You Begin (2–3 min prep)
Have ready:
Your company name and VAT/ΑΦΜ
Preferred language & timezone
(Optional) Website URL for public-context enrichment
(Optional) List of accounting tools you use
Time estimates:
Phase 1 (Account Setup): ~5 minutes
Phase 2 (Brain Configuration): ~7–10 minutes (can be done later)
🚀 Phase 1 — Account Setup (5 Steps)
A quick, guided flow that creates your workspace & kicks off your private tenant AI.
1) Your Role (≈1 min)
Pick your role (e.g., Senior Tax Accountant, Finance Manager, or custom). Why: Tailors UI tips and default settings to your responsibilities.
2) Firm Details (≈2–3 min)
Enter Company Name, VAT/ΑΦΜ, Country, Timezone, Language. Choose your client structure (single company vs multi-client practice). Why: Drives client data organisation, date/number formats, and compliance defaults.
3) Business Goals (≈1–2 min)
State your top outcomes (e.g., zero myDATA rejections, faster month-end). (Optional) Add your website URL for public context scraping (about/services pages). Why: Clear goals focus the AI’s recommendations; your public site enriches context.
Note: TaxLayer AI will spend approximately 1 minute analysing your website content to understand more about your organisation, in order to generate more personalised outpouts.
4) Tools You Use (≈1 min)
Select accounting/ERP/ops tools you rely on. Note: This does not connect integrations here—just records them. Why: Helps the AI phrase guidance that fits your stack.
5) Review & Complete (≈30 sec)
Confirm details → Finish. This creates your private AI environment and saves your preferences.
🔎 Pain point solved: Early structure + goals = fewer errors, more relevant suggestions from day one.
6) Landing Page
You will now be taken to your main dashboard (with no data) to begin using TaxLayer. See Main Dashboard Overview for more details.
🧠 Phase 2 — Brain Configuration (9 Steps)
A deeper, client-agnostic setup that teaches the AI your patterns. Start right after Phase 1 or do it later via Knowledge → Brain.
What you’ll cover:
Accounting Software Details — which ERP and tools that matter
myDATA Integration Preferences — sandbox vs production, submit vs review-first
Document Types — sales invoices, purchases, credit notes, receipts, etc.
Monthly Volume — rough ranges to optimise throughput vs checks
Common Errors — e.g., VAT category mismatches, missing ΑΦΜ, totals off
Automation Preferences — what the AI may auto-fix; where you want approvals
Posting Preferences — rounding rules, summary vs per-invoice postings
Historical Data — indicate availability; (file upload occurs in Knowledge Base, not here)
Primary Outcome — define a 3-month success target (e.g., “<1% rejections”)
See Brain Knowledge Setup Wizard for more details
🔎 Pain point solved: The Brain converts your policies into practical suggestions & safe bulk fixes that match how you work.
🛠 Troubleshooting & FAQs
“I don’t see Brain steps in onboarding.” That’s expected. Onboarding = Phase 1 (5 steps). Brain (9 steps) lives under Knowledge → Brain.
“Can I skip Brain now and finish later?” Yes. You can complete or refine it anytime. Progress is saved.
“Website URL feels risky—what’s scraped?” Only public pages (e.g., services, sectors). It’s optional and helps the AI use your terminology.
“I finished Phase 1, but AI isn’t ‘smarter’ yet.” Brain (Phase 2) + adding Knowledge Base items unlocks the bigger gains. Do those next.
Onboarding won’t complete.
Check required fields (VAT/ΑΦΜ format, timezone, language)
Stable network? Try again or refresh the page
If it persists, contact Support with a screenshot/error message
AI training failed / delayed.
The workspace is still usable; training finalises shortly
You’ll see a notification when it’s ready
You can re-trigger via Knowledge → Brain if needed
🎯 Critical Success Factors (Don’t skip!)
Rich details beat speed: specific volumes, frequent errors, and exceptions dramatically improve suggestions.
Define approvals now to prevent accidental production submissions later.
Add knowledge items early (e.g., vendor VAT list, classification cheatsheets, internal posting rules).
➡️ What to do right after onboarding
Create your first client → Client Management → Creating & Editing Clients
Upload a test invoice → Document Management → Upload & Processing
Fix issues with safe suggestions → Validation & Quality Control → Production Validator
Sandbox submit (optional) → myDATA Integration
Add policies to Knowledge Base → Knowledge Management System → Knowledge Base
(Optional) Design a default workflow → Workflow System → Workflow Builder
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