Most people change invoicing software to the same script: they spend a year grumbling that the tool is slow, or expensive, or that scanning documents costs extra — and then they wait for 1 January, because "you do not do that in the middle of a year". That is a myth. You can switch on any day of the year without losing a single document and without leaving a hole in your invoice numbering.
This guide walks through the whole move: how to tell it is time, what to take out of the old tool, how to keep the numbering under control, what to do with invoices still in flight, and how to get the data into Taxorio. It also says plainly what the import does not do.
Signs it is time to change
Moving takes effort, so it is only worth it when the current tool genuinely gets in your way. The usual signals:
- You pay for more than you use. You are on a plan built for companies while issuing a handful of invoices a month on your own. What the whole tax agenda really costs is broken down in what an accountant costs a Czech freelancer.
- Document scanning is an add-on. Plenty of tools price receipt and invoice recognition as a separate package on top of the base subscription.
- Tax happens outside the tool. The program issues invoices, but the VAT return, the control report and the income tax return end up in a spreadsheet or with an accountant anyway.
- The tool is pretty but slow. Every invoice is ten clicks and you are tired of fighting the interface.
- You want an AI that actually operates the tool rather than a chat bubble in the corner.
Two or more of those and the move is worth thinking about seriously — and you do not have to wait for New Year's Eve.
The "I have to wait for January" myth
The belief that invoicing software can only be swapped on 1 January is deeply rooted and simply not true. Three common fears, taken in turn.
"I will break my invoice numbering." You will not, provided you decide up front how the new numbering should look. A number series is not tied to a piece of software — it is a format and a last-used number. There is a whole section on it below.
"My year will be split across two programs and I will not be able to file." Neither the tax return nor the control report is filed "from a program". It is filed for a whole period from the sum of all your documents, wherever they were created. All you need is the data from both tools in one place — and if you import the older invoices, the whole year sits together anyway.
"I will lose my history." You will not. The history stays in the old tool and you download a copy. No serious tool wipes your data the day you leave, and you have to archive the documents regardless: as a VAT payer for 10 years from the end of the tax period (§ 35 of the VAT Act), as a non-payer keeping tax records for as long as the period for assessing tax is still running (usually 3 years, § 148 of Act No. 280/2009 Coll., the Tax Code). More on that in archiving documents.
Tip: the most natural moment to switch is the first day of a month or a quarter — you get a clean boundary for your records and an obvious answer to "which invoice was the first one in the new tool". But moving "from tomorrow" is perfectly fine too.
What to take out of the old tool
Before you cancel or switch anything, download your documents. Three things:
- PDFs of your issued invoices. Almost every tool — Fakturoid, iDoklad, Vyfakturuj and the rest — can export issued invoices as PDFs, in bulk or one by one. Those PDFs are what you import into Taxorio, and you want to keep the originals yourself for the archiving obligation and in case of an inspection.
- A list of clients — useful, but not required. If an invoice carries an IČO, Taxorio looks the company up in the ARES business register and creates the client with its name, address and DIČ on its own.
- Your last invoice number and the format of the series. For example, that the last invoice of 2026 was 2026-0042 and the series runs "year-sequence". This is the single most useful thing to write down.
Careful: download everything before you cancel a paid subscription. Once it lapses, access to exports and PDF downloads is sometimes restricted. Data first, cancellation second.
Step by step: when to switch and how to stay continuous
1. Pick the switchover date
Choose a specific day, ideally the start of a month. Invoices issued up to that date get finished in the old tool; anything later is issued in Taxorio. A clear boundary makes both your own orientation and any later check much easier.
2. Decide what the numbering should do
This is the heart of the move, so it is worth being precise about how Taxorio numbers invoices.
- By default it numbers automatically in the format YYYYXXXX — the year of issue plus a four-digit sequence, for example 20260043. The sequence runs per calendar year and Taxorio keeps it unique and continuous for you.
- You can override the number on a new invoice. In the invoice form, under More options → Invoice number, switch to a custom number and type your own. That is how you continue an existing series if you want the old format to carry on.
- Imported invoices keep their original number. An invoice imported from a PDF carries the number it had in the old tool, verbatim.
- The automatic counter is not derived from imported numbers. Taxorio counts its own internal sequence, deliberately, so a foreign or duplicate number from an import cannot poison it. In practice: after importing a batch of history, look at the number on your first new Taxorio invoice, and if you want it to continue the old series, set it by hand once — from then on it runs on its own.
Czech law does not prescribe a format for the series; it only requires a registration number on the tax document. A new series starting from scratch is therefore fine, as long as it is continuous and unambiguous. More on the rules in setting up invoice numbering.
3. Deal with unpaid invoices
For invoices you issued in the old tool that the client has not paid yet, you have two options:
- Let them live out their life in the old system. The invoice is issued and sent; the client pays against the original PDF. You watch for the payment and note it. This is the simplest route.
- Import them into Taxorio with their current status. If you want all your receivables in one place, import the unpaid ones too, check that each stays marked unpaid, and they show up among your open receivables.
Drafts you have not sent yet are usually not worth moving — reissuing them in the new tool is faster.
Importing into Taxorio: what it does and what it does not
The main route for moving history is importing invoices from PDF. You upload PDFs of invoices you issued earlier, and the AI extracts the values from each document and pre-fills an issued invoice for you to check.
Importing issued invoices from PDF
Go to Invoices → Import → Upload PDF and select your files (PDF, PNG and JPG, up to 20 at a time). Each document is processed and pre-filled:
| Field | What is recognised |
|---|---|
| Customer | The name and IČO/DIČ of the client the invoice was issued to |
| Invoice number | Your own number, and an order number if present |
| Issue date, DUZP, due date | The key dates on the document |
| Line items | Description, quantity and unit price — item by item |
| Amounts and VAT rate | 21 %, 12 % or 0 %, with the base and the VAT amount |
| Payment status | Whether the invoice was already paid |
For each document you get a pre-filled form to check and save, and an ordinary issued invoice appears in your list. Unlike a plain spreadsheet import, the individual line items survive rather than collapsing into one total.
And the honest limits, so there are no surprises:
- It is not a one-click connector to a competitor. There is no direct integration with another tool — you work with the PDFs you download from it. That is the practical standard, because virtually every tool lets you download issued invoices as PDFs. If you are coming from a specific product, see moving from Fakturoid, iDoklad or Vyfakturuj.
- The import uses your AI scans. Each document consumes one scan from the monthly allowance — 5 on the free plan, 150 on PRO, reset on the first day of the month. Migrating a full year of history is therefore a job for PRO; on the free plan you can do a few documents a month or spread the import over several months.
- Recognition is best on standard invoices in Czech or English. Handwritten documents, poor scans and very unusual layouts always deserve a careful look at the pre-filled form.
- Supported document currencies are CZK, EUR, USD, GBP, CHF and PLN. Anything else is refused at import. All tax figures are still calculated in CZK.
Clients pulled from ARES
Clients are the easy part. When an invoice carries an IČO, Taxorio looks the company up in ARES and creates the client — with address and DIČ — or links it to one you already have. No filling in the same details on every invoice.
Tip: ARES is not only for imports. Whenever you create a client by hand, type the IČO and the name, address and DIČ are pulled from the official register. It saves time and removes typos from your invoices.
What about invoices and receipts you received?
Documents you received from suppliers are not issued invoices — you record them as expenses. Upload them in Expenses → Inbox, a batch of PDFs or photos at a time, and the same recognition pulls out the supplier, the amounts, the dates and the VAT rates. If the document carries an IČO, the supplier is looked up in ARES. This is the right route for documents that were never tidily filed in the old tool: instead of retyping them, photograph them.
Tax continuity when one year spans two tools
This is the fear that keeps people from switching, and the answer is short. Income tax, the VAT return and the control report are not computed "per tool" but for a tax period, from the total of all your documents. The state does not care which program an invoice was created in; it cares about the resulting sum.
So a split year gives you two options:
- Import the whole year into Taxorio. Add the older invoices from the previous tool via PDF import and the year sits in one place. Taxorio then prepares the VAT return (DPHDP3), the control report (DPHKH1) and the income tax return (DPFDP7) as XML for the MOJE daně portal from all the documents together. XML exports are part of the PRO plan.
- Leave the earlier period where it is. At the end of the year you simply add up the figures from both — the old program for the months before the switch, Taxorio for the rest. No law requires a single piece of software for a whole year.
- If you are VAT registered: whichever you choose, make sure each document exists exactly once — in the old tool or in Taxorio, never both. The switchover date from the second section is what keeps that straight.
The first option is more comfortable, because then invoices, expenses, VAT and income tax all come from one place. The second is faster if you want a clean start and nothing to import.
A checklist for a smooth move
- ☐ Download the PDFs of your issued invoices from the old tool, before you cancel a paid plan — they serve both the import and your archive.
- ☐ Write down your last invoice number and the format of the series.
- ☐ Pick the switchover date, ideally the first day of a month or quarter.
- ☐ Import the invoices from PDF (Invoices → Import → Upload PDF) and check the recognised values on every document.
- ☐ Confirm the clients matched correctly by IČO; new ones are created from ARES.
- ☐ Check the number on your first new Taxorio invoice and set it by hand once if you want to continue the old series.
- ☐ Decide what happens to unpaid invoices — leave them in the old tool or import them with their status.
- ☐ Upload received documents and receipts in Expenses → Inbox.
- ☐ Check the tax side — no document counted twice, the whole year adding up.
Work through those and the move is done without losing a document and without a gap in the numbering.
In short
Changing invoicing software mid-year is neither risky nor against any rule — it is an afternoon's work. The key is the preparation: download the PDFs of your issued invoices, note your last invoice number, pick a switchover date and decide what the numbering should do. The history goes in from PDF, clients are matched by IČO and filled in from ARES, and the tax is computed from the total of your documents for the period, no matter how many tools produced them.
Taxorio does not pretend to have a magic "import everything from Fakturoid" button. What it has is a straightforward import of issued invoices from PDF with the line items preserved, an ARES lookup, and the rest — invoicing, expense records and the preparation of VAT and income tax filings — in one place. If you are just starting, the setup guide gets you to your first invoice in a few minutes.
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.