Invoices and documents · 3 min read

Importing invoices from PDF

How to record previously issued invoices from PDF in bulk — AI pulls out the client, items and amounts. Received invoices from suppliers belong in Expenses instead.

What PDF import is for

PDF import lets you quickly record previously issued invoices without retyping them by hand — typically when migrating from another invoicing tool, or when your older invoices only exist as PDFs. You upload the files, Taxorio processes them with AI, and creates an issued invoice from each one, which you just review and save.

💡 Tip: This import creates issued invoices (the ones you issued). Invoices received from suppliers belong in the Expenses section instead, uploaded through AI scan / Document inbox — see the help article "AI receipt scan."

How to run a PDF import

  1. Go to the Invoices section, click the arrow next to the New invoice button and choose Import from PDF.
  2. Pick files from your computer or drag them into the drop zone. Supported formats: PDF, PNG and JPG, up to 20 files at once.
  3. Taxorio uploads the files and runs the AI analysis — usually a few seconds per document.

AI data extraction

From every document, AI automatically recognises and pre-fills:

  • The client — the name and company ID/tax ID of the client the invoice was issued to.
  • The invoice number and any order number.
  • The issue date, DUZP and due date.
  • The invoice items — description, quantity and unit price in the document's currency.
  • The document's currency — CZK, EUR, USD, GBP, CHF or PLN.
  • Amounts and the VAT rate — 21%, 12% or 0%, the tax base and the VAT amount.
  • Payment status and date — whether and when the invoice has already been paid. The date appears in the Payment date field and you can overwrite it; if you leave the field empty, the invoice is imported as unpaid. A date in the future can't be entered.

Checking and saving

Always check the recognised details in the form shown before saving. Pay special attention to:

  • The client — you can only save the invoice once you've selected (or created) a client from your address book.
  • Whether the amounts are correct — especially for invoices with more than one VAT rate.
  • The dates — AI can mix up the issue date and the due date.
  • The payment date — it decides which year the income falls into for income tax. For an invoice that hasn't been paid, leave the field empty.

You go through documents one at a time: after checking one, click Save and next →, and Import on the last one. A document you don't want to record can be skipped. Every saved one becomes a regular issued invoice in the Invoices list.

The import also handles an invoice in a foreign currency — we support CZK, EUR, USD, GBP, CHF and PLN. Taxorio reads the currency off the document, the item prices stay in it, and it works out the CZK value using the CNB rate as of the date of taxable supply (you can overwrite the rate by hand in the form). If a rate is printed directly on the invoice, Taxorio takes it as the manual rate — the document is recorded with the rate it was actually issued at. Import rejects a document in any other currency — record it by hand as a new invoice instead.

Import limits

Imported invoices count towards the client limit of the Free plan, the same as the ones you issue. An import never stops, though — you bring over your whole history and then keep invoicing the imported clients. The Pro plan unlocks a new client beyond 5. The import doesn't use up your AI scans. You can upload up to 20 files at once.

⚠️ Careful: AI extraction works best on standard, well-structured invoices in Czech or English. Handwritten documents, low-quality scans, or very unusual formats may not be recognised correctly — always check the result.