How much time do you spend each month checking whether your customers have paid?
Log in to the bank, scroll through the account movements, copy out the amount or the variable symbol, open your invoicing app and only then mark the invoice as paid by hand. Then repeat for every payment received. With ten invoices a month that is a serious chunk of an evening; with thirty it is the whole evening.
Automatic payment matching in Taxorio takes that process over. You forward your bank notifications to a unique e-mail address and Taxorio does the rest — the AI reads the payment, matches it against an open invoice, and you mark it as paid with one click.
The feature is part of the PRO plan and works with the banks used in Czechia: Komerční banka, ČSOB, Raiffeisenbank, Fio banka, mBank and others.
How it works, step by step
1. Your unique e-mail address
Once you activate the feature in Taxorio you get a personal address in the form platby-xxxxx@taxorio.cz. The address is unique to your account — nobody else has it, and every e-mail sent to it lands directly in your payments overview.
2. Forwarding the bank notifications
In your internet banking settings, switch on forwarding of notification e-mails about incoming payments to your Taxorio address. You do this once and then forget about it. The usual formats are all supported: bank notification e-mails, PDF statements, MT940, CSV, XML and screenshots from the banking app.
3. The AI reads the payment
As soon as Taxorio receives the e-mail, the AI extracts the key details: the amount, the variable symbol, the payment date and the payer's IBAN. It does not matter whether the bank sends HTML, plain text or an attachment — the scan handles all the common formats.
4. Matching against open invoices
Taxorio compares the incoming payment with all of your open invoices using a scoring system:
- Variable symbol — a match is worth +50 points. It is the most reliable payment identifier there is.
- Amount — a match within a small tolerance, to absorb rounding and minor bank charges, is worth +30 points.
- Date — a payment received within 7 days of the invoice due date is worth +10 points.
The resulting score decides what happens next:
- Score 75 or more — Taxorio proposes the match with high confidence.
- Score 45 or more — the payment is shown for approval; you look at it and decide.
- Score below 45 — the payment is stored as unmatched and you can assign it by hand.
A high score alone is not always enough for an automatic match: if the amount only matches approximately, the currency differs from the invoice, or several invoices score equally well, the payment always goes to you for approval rather than being matched on its own.
5. Approval with one click
The Bank section in the left-hand menu holds the proposed matches. You see the invoice, the payment received and the reason they match. Click Confirm and the invoice is immediately marked as paid with the payment date from the bank — not the date you clicked, but the actual date the money arrived. That date flows straight into your tax records.
6. History and attachments
Every processed payment stays in the history. Bank statements, PDF documents or XML files that Taxorio received by e-mail can be downloaded as attachments at any time.
Why the variable symbol matters so much
The variable symbol (variabilní symbol) is the numeric identifier a customer enters with the payment, and it is what lets you tie that payment to a specific invoice. Taxorio generates a variable symbol for every invoice automatically — typically the invoice number or part of it.
When the customer pays with exactly the variable symbol you gave them on the invoice, Taxorio scores the match at the top of the range straight away. That is why it is worth showing the variable symbol prominently and asking customers not to leave it out. Invoices carrying a payment QR code generated by Taxorio have the variable symbol encoded in the code itself — the customer scans it in their mobile banking app and the payment order is pre-filled.
What to do when a payment does not fit
It happens: the customer enters a different variable symbol, pays the wrong amount, or the money arrives from an account you were not expecting. Taxorio does not throw such payments away — it shows them as unmatched or for approval, and you have a couple of options:
- Assign it manually — pick the invoice from the list in the payment overview and match the two by hand.
- Reject it — if the payment has nothing to do with your business (a personal transfer, a refund), mark it as irrelevant and it disappears from the overview.
No payment Taxorio receives falls through the cracks. You will always know what happened to it.
Tips for the best results
- Set the forwarding up early. The sooner you start, the more of your payment history ends up in one place.
- Use QR codes on your invoices. Customers then pay with the exact variable symbol and the match scores at the top of the range.
- Review unmatched payments once a week. They are usually customers who left the variable symbol out — assign the invoice by hand and the payment is matched immediately.
- Archive your bank statements as PDFs. If you also have the bank send monthly statements, Taxorio processes them and stores them as attachments — handy during a tax inspection.
What it changes in practice
Instead of going through the bank and the invoice list separately, you look over the proposed matches and confirm them. The routine shrinks from a manual cross-check of every payment to a short review of what Taxorio has already lined up.
You also cut out mistakes. Copying variable symbols by hand, it is easy to get one digit wrong. Then you do not know which invoice is paid, you send reminders that were never needed, and you damage the relationship with a customer who actually paid on time.
How to start
Automatic payment matching is part of the PRO plan in Taxorio. You activate it in your account settings, where you will find your unique e-mail address and short instructions for setting up forwarding in the most widely used banks.
If you are not on Taxorio PRO yet, give it a try — administration should not be the reason you spend weekends on bank statements.
For how a direct API connection, e-mail notifications and statement imports differ, and what the competition offers: connecting invoicing to your bank in 2026.
Taxorio scope: Taxorio provides invoicing and income/expense records for Czech sole traders. It is not full accounting or personalised tax advice. For an unsupported or unusual case, verify the treatment with a Czech accountant or tax adviser before filing.