Expenses and costs · 5 min read

The document inbox and how documents get processed

How the document inbox works in Taxorio — the two-panel queue of incoming documents, confirming a single document or a whole batch, and how to keep the inbox tidy.

What the document inbox is

The document inbox is a temporary holding area for documents waiting to be processed. You'll find it in the Expenses section, on the Inbox tab. Documents arrive here from these sources:

Uploading from your computer — drag files (or a whole folder at once) anywhere onto the Expenses page, or pick them via the Add document button. Files dropped on the Expenses tab end up here in the inbox too.
Taking a photo with the camera — Add document → Take a photo, directly in the browser.
Mobile scan — Add document → Mobile scan: you scan a QR code and take photos with your phone. See Mobile upload via QR code.
Collecting e-mail address — forward invoices from your e-mail to your own dedicated address and the document shows up in the inbox by itself. A PRO plan feature, turned on in Settings → Documents by email. See Documents by email.
Electronic ISDOC invoice — .isdoc and .isdocx files are read straight from the XML without AI (exact amounts and VAT). See Importing electronic invoices (ISDOC).

Documents in the inbox aren't recorded as expenses yet — an expense is only created once you confirm one. You can see how many documents are waiting as the number (N) next to the Inbox tab. The combined badge with the count of items waiting for your action sits in the navigation, next to the Inbox menu item.

How the inbox is laid out

The inbox has two panels side by side: on the left the document queue, on the right the detail of whichever one you've selected — a Document preview and next to it the Extracted data, i.e. the recognised values ready for editing. On a narrower screen the panels swap places, and you get back from the detail with the Back to list link.

Above the queue is a bar with the document groups. Empty groups are hidden, so you'll usually only see a few of them:

All — every document in the inbox.
Ready — the AI is done, the data makes sense, and nothing stands in the way of confirming.
Needs review — something needs your eyes on it: a missing supplier, amount, date or VAT rate, a VAT breakdown by rate that doesn't match the document total (for a foreign-currency document, also a breakdown with no amounts in the document's currency), a proforma invoice still waiting for the tax document for the received payment or with no payment date, a credit note with no original document, or the AI just isn't sure. The reason is always written right next to the document — advances and their settlements follow their own matching rules, see Advances you pay to suppliers.
Processing — the AI is reading the document right now. If the AI is temporarily busy, the document shows Waiting for AI and Taxorio recognises it automatically as soon as possible — you don't need to do anything.
Failed — the file couldn't be read. In the detail you can try Try AI again, or fill in the details by hand.

Once you've turned it on, your collecting address for forwarding documents is in the Add document menu in the inbox header — just click it and it's copied.

How a document becomes an expense

Go to Expenses → Inbox.
Click a document in the queue — the detail opens on the right with a preview and pre-filled data.
Check the supplier (name, company ID, tax ID), the document number, the amounts (base, VAT, total) and the VAT rate. If the document has several rates at once (21% and 12%), the panel shows a breakdown by line instead of a single rate — ISDOC and the AI fill it in for you, just check it against the document. For a foreign-currency document, the breakdown holds the amounts in the document's currency; confirming works out the CZK amount for each rate at the CNB rate for the date of supply.
In the Classification section check the issue date, the date of taxable supply (DUZP), due date, the payment date and category — the AI pre-fills the category; if it can't recognise it, pick it yourself.
Fill in a Description if you want (what the supply was for), and optionally Review notes for yourself.
Click Confirm and next — the document turns into an expense, disappears from the inbox, and the panel immediately opens the next document in the queue.

If you changed anything in the detail, save it first with Save changes; only then can the document be confirmed. Use the arrows in the panel header (Previous document / Next document) or the ← and → keys to move through the queue. With unsaved changes you can't switch to another document, so your edits aren't lost.

You see the payment date right in the panel, and confirming saves exactly what's there. Taxorio prefills it: the date the AI read off the document comes first, otherwise an estimate from the DUZP (or the issue date when there's no DUZP) — a note under the field then says it's an estimate. A document whose due date is still in the future is preset to Not paid. When the due date falls into a different year than the supply, no date is estimated and the panel won't confirm the document until you enter the date or choose “Not paid” — it decides which year the expense falls into for income tax. Bulk confirmation uses the same rule — check an estimated date in expenses afterwards; a document whose payment year can't be estimated is recorded as unpaid. Taxorio doesn't accept a payment date in the future.

💡 When the quick confirmation isn't enough: the Open in the full form button carries the document, with its recognised data, over into the regular expense form. That form has fields the panel doesn't — like % business use or moving the VAT deduction to a different period.

Confirming several documents at once

Once you've got a whole batch uploaded, you don't have to open the documents one by one:

Confirm all ready — a button in the inbox header with a document count. It confirms every document the AI is at least 80% confident about, and that nothing else is blocking. The number on the button shows how many documents that is.
Selecting specific documents — hover over a row and click the strip on its left edge. A count of selected documents and a Select all N ready link appear above the queue, and a bar at the bottom with a Confirm N selected button, a total of the amounts, and the option to delete the selected documents.

Before confirming a batch, the bar warns you about documents that look like a duplicate, as well as documents in a foreign currency — those aren't included in the total; the CZK amount is worked out from the CNB rate only once you confirm.

⚠️ Bulk confirmation leaves some documents out — and says why. A document from the Needs review group never makes it into a batch: a proforma invoice that can't be recorded outright (a domestic VAT payer or identified person with VAT on it waits for the tax document for the received payment) or is missing a payment date, an advance-payment document with no payment date, an advance for EU goods or under reverse charge (that's only recorded once the final invoice arrives), a missing supplier/amount/date/rate, a VAT breakdown by rate that doesn't match the document total, the abolished 15% rate, domestic reverse charge without a supply subject code, a credit note with no original expense, a foreign supplier that charged Czech VAT, or a settlement of an advance with several VAT rates whose remaining amount per rate can't be worked out from the document (or would come out negative overall). Go through documents like that by hand — more on advances in Advances you pay to suppliers.

Settlement of an advance with several VAT rates. When an invoice deducts an advance you already have on record, only the remaining amount gets recorded — and for a document with several rates, the remaining amount per rate separately (§ 37a of the VAT Act). Taxorio works it out on its own: it takes the difference per rate if the invoice states it, otherwise it deducts the advance at a given rate from the full supply at that same rate. When the advance was taxed at a rate the supply doesn't have (say the advance was at 15% in 2023 and the supply is at 12% in 2024), a negative line appears at the advance's rate — the tax on the advance is refunded at its own rate (§ 37a(2)(b) of the VAT Act), and that's expected. Two cases aren't supported: an advance with several rates that the settlement only draws on in part, when the invoice doesn't state how much it deducts at which rate (the supplier knows that, but we can't tell it from the document), and a settlement where the total remaining amount would come out negative — that's a refund of an overpayment and belongs in a credit note. A document like that stays in the Needs review group; enter the settlement by rate in the expense form (the form accepts a negative line at the advance's rate), and record the overpayment as a credit note.

💡 On the FREE plan you can record 5 expenses a month. You can keep uploading documents to the inbox after that, you just won't be able to confirm more of them until the limit resets — wait for next month, or switch to PRO, where the number of expenses is unlimited.

How to keep the inbox tidy

For a clear overview, we recommend processing the inbox regularly — ideally once a week, or after every big batch of uploads. Documents in the inbox aren't deleted automatically; they stay there until you confirm or delete them.

If you want to remove a document from the inbox without turning it into an expense (say, it's a duplicate or a private document), open it and click the trash icon in the footer of the detail. To delete several at once, select them with the strip and use the Delete button in the bottom bar.

⚠️ Watch out: deleting a document from the inbox removes it permanently, including the attached file. If you're not sure, it's safer to turn it into an expense under the Other category and note in the description that you want to double-check it.