Creating, Editing & Deleting Clients
Clients are the backbone of your workspace. Every document, validation, and submission ties back to a client record. The more accurate your client setup, the fewer myDATA headaches you’ll face.
🏗️ Creating a New Client
There are three ways to create a client:
From the Dashboard, click Create Client.
From the Clients page, use the Add Client button or the dashed “Add Client” card.
Upload documents to scrape the clients and counterpartys from the documents. TaxLayer will then use this to create the clients in your system - see Upload and Processing for more details.
What you need (and why it matters):
Name (required): How you’ll recognise the client in lists, dashboards, and reports.
VAT Number (strongly recommended): Crucial for myDATA submissions — mismatched or missing VAT IDs are one of the top causes of AADE rejections.
Country & Currency: Defaults to Greece/EUR, but update if your client operates across borders or in other currencies. This ensures correct validation rules and prevents FX errors.
Address & Postal Code: Helps generate compliant XML output and ensures accurate reporting.
Industry: Adds context — our AI can flag sector-specific VAT treatments (e.g., construction vs. services).
Branch Number: Useful for multi-location companies; defaults to 0 for the main office.
✏️ Editing a Client
Need to update a client?
Go to Clients in the sidebar.
Click the client card you want.
Hit Edit Client (pencil icon).
Update details and click Update Client.
Edits take effect immediately — the new VAT, currency, or industry context will apply to all future validations.
🚨 Deleting Clients (Important!)
Deletion in TaxLayer is permanent — not archiving. That means when you delete a client:
All their documents, batches, and validation history are permanently removed.
There is no recovery option — once deleted, it’s gone.
The system will ask for confirmation so you don’t delete a client by mistake.
👉 After deletion, if you were viewing the client, you’ll be redirected back to your client list.
Before you delete a client, make sure to:
Export any reports or documents you need to keep.
Check dependencies — no active batches or pending submissions should be left open.
Notify your team if others are working with this client.
Confirm compliance rules — ensure permanent deletion aligns with your retention policies.
🎯 Why Client Data Matters
VAT Number: Prevents rejections and helps TaxLayer cross-check invoices automatically. Entered wrong? Expect myDATA to bounce it back.
Country: Drives jurisdiction rules (domestic vs intra-EU vs third-country).
Currency: Stops processing errors like a €500 invoice being flagged as €50,000.
Industry: Makes AI guidance smarter. For example, construction invoices often carry different VAT treatments than retail invoices.
🛡️ Safeguards Built In
Duplicate detection: The system warns if you’re about to add a client with the same VAT.
Validation warnings: Missing or invalid VAT formats are flagged instantly.
Smart defaults: Country = Greece, Currency = EUR, Branch = 0 — so you can move quickly.
📋 Best Practices
Always search first — avoid creating duplicates by checking VAT or company name.
Keep addresses complete — useful for reporting and avoiding schema mismatches.
Use consistent naming — “ABC Corp” and “ABC Corporation” will be treated as separate entries.
Test early — after creating a client, upload a sample invoice to confirm VAT matching works.
🔧 Troubleshooting
Can’t find a client you just created? Refresh the Clients page. Still missing? Double-check you’re logged into the right workspace.
Getting VAT validation errors? Edit the client to fix format/number. Tip: Cross-check VATs against the official registry.
Amounts showing 100x too high or low? Likely the wrong default currency — edit and fix.
Too many similar names? Add VAT number into the client name for clarity (e.g., “ABC Corp [123456789]”).
💡 Power Tips
Bulk create efficiently: Prep a spreadsheet with client VATs, then add them in order.
Monthly maintenance: Quickly review VATs and addresses to keep data clean.
Train as you go: If you see frequent errors for a client, add those patterns to Brain AI for smoother validation next time.
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