Workflow Builder (Design & Configuration)
Design how documents move from upload → checks → fixes → submission — without writing code.
Why use workflows?
Workflows turn your month-end routine into a repeatable, low-stress process. You decide the steps (validate, fix, review, submit), the order, and who needs to approve what. TaxLayer follows that path every time — fast, consistent, and audit-ready.
What you’ll get:
80% less manual routing and rework
Fewer surprises at submission time (built-in checks)
Clear audit trail of every step and every decision
How it looks (in simple terms)
Think of the builder like a flowchart:
Start → 2) Checks (math, myDATA, duplicates) → 3) Fix/Review (auto-fix or send to a person) → 4) Submit (sandbox or production) → 5) Done
You drag blocks into a line, connect them, and set small “rules” (e.g., “If total > €10,000, ask for approval”).
The building blocks (plain English)
📥 Ingest “I’ve uploaded a batch — start processing.”
🧮 Totals & VAT check “Do line totals, VAT, and grand total add up?”
🛡️ myDATA check “Does this match AADE’s rules (types, VAT categories, exemption codes)?”
🧯 Duplicate check “Have we seen this number/date/amount before?”
🪄 Auto-fix “Fix the safe stuff (dates, obvious VAT codes, formatting). Ask me about the rest.”
👀 Human review “Send to a person when the document is unusual, high-value, or fails checks.”
🧪 Sandbox submit “Test in AADE sandbox, translate any error codes, loop back if needed.”
🚀 Production submit “When everything’s green, submit for real.”
✏️ Creating & Editing Workflows
To Create a New Workflow:
Go to the main workflows page.
Click "Create New Workflow".
Choose a template to duplicate or start from scratch.
Select blocks from the sidebar into your workflow.
Connect blocks in the order you want (you can drag and drop the blocks).
Save and test.
To Edit an Existing Workflow:
Select the workflow by clicking on the workflow card in the main workflow page.
Modify and move blocks or custom rules.
Save changes.
Test with sample documents.
To Delete a Workflow:
Click the menu (⋯) on the workflow card.
Select "Delete".
Confirm deletion (this cannot be undone).
To Set a Workflow as Default
Click the menu (⋯) on the workflow card.
Select "Set as Default".
📋 Using Workflows in Document Upload
Step 1: Select Your Workflow
When uploading documents:
Choose from your custom workflows.
Pick a template workflow.
Use your default workflow (auto-selected).
Step 2: Upload Your Files
Drag and drop or click to select documents.
TaxLayer creates a batch and runs pre-checks.
Selected workflow begins processing automatically.
Step 3: Monitor Progress
Watch real-time updates as documents move through your workflow steps: Upload → Analysis → Extraction → Your Custom Steps → Results.
Best-practice tips
Start simple. One straight line (checks → sandbox → submit) beats an over-complicated first build.
Use “fast lane” & “review lane.” Let routine items fly; slow down just the risky ones.
Batch your work. Validate nightly; review exceptions over coffee.
Tweak monthly. After each close, adjust one rule based on what caused the most noise.
Troubleshooting (common questions)
“Too many items hit human review.” Loosen the rule that sends everything over €1,000 to review; try €5,000. Keep sandbox on.
“Good invoices still fail late.” Add the Totals/VAT and Duplicate checks earlier in the flow. Turn on safe auto-fixes.
“I’m nervous about production.” Use the Sandbox-first template for a week; switch to production submit only when greens are consistent.
“Different clients, different rules.” Duplicate your best workflow and tailor it per client (e.g., approvals, sandbox, thresholds).
When to add AI help
After filtering problem docs, click Ask AI → “Prioritise fixes for these errors and suggest safe bulk changes.”
The assistant will point to the exact rule, the field to change, and whether a bulk fix is safe.
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