Settings & account · 5 min read

Data import — switching from Fakturoid, iDoklad, Vyfakturuj and others

How to import clients, invoices and expenses into Taxorio from another invoicing tool or from your own files — step by step, including how to read the preview, fix skipped documents and the batch limits.

What the import is for

The Data import card in Settings → Data brings your existing bookkeeping into Taxorio — clients, issued invoices and expenses — from an export out of another invoicing tool, or from your own files. The feature is available to every user regardless of plan.

What gets imported

Clients — the whole address book.
Issued invoices — including credit notes linked to the original document, paid status, variable symbol and the date of taxable supply (DUZP).
Issued invoices in a foreign currency — a document in EUR, USD, GBP, CHF or PLN stays in the currency it was issued in; we don't convert it to koruna, Taxorio only works out the koruna equivalent alongside it. If the export carries a rate, the app takes it over as the document's manual rate (the rate you used in your previous app); otherwise it looks up the CNB rate for the date of supply, and failing that, for the document date. In the preview, such a document is marked with the note "document stays in its original currency". An invoice in a currency other than these five — and every expense, since expenses can't be kept in a foreign currency — gets converted to koruna using the same rate and carries the note "foreign currency converted to CZK". A rate that can't be obtained either way (missing from the export, and no date to look it up by) is never guessed — the document ends up among the skipped ones, and you add the rate directly in the preview.
Expenses — including the % of business use, categories, domestic reverse charge (§ 92), the historical 15% rate (until the end of 2023), and foreign currencies converted at the CNB rate. If you have a default % of business use set for a category in Settings → Expense deductions (e.g. 80% for fuel), it's applied on import too. For documents from scans and PDFs, the original file is saved as an expense attachment and AI adds a short description of what was purchased.

What's not carried over: matching of payments against bank statements, the history of invoices sent by email, the PDF files of invoices themselves (Taxorio generates new ones in its own template), or your numbering settings — set those up manually after the import, in Settings → Invoicing, so they continue on from your existing numbering.

What files you can upload

Source detection is automatic — you don't pick a provider up front, you just upload files:

the native export formats of Fakturoid, iDoklad and Vyfakturuj,
your own export from Taxorio (Settings → Data → Data export),
generic CSV, XML, JSON, XLSX (including multi-sheet workbooks), ZIP packages with everything together, emails (.eml) with attachments, and Word files,
ISDOC electronic invoices, including ones embedded inside a PDF,
PDF invoices (text-based or scanned) and photos of receipts (JPG, PNG, HEIC, WEBP).

💡 Tip: feel free to drag in a single ZIP archive with everything together (client, invoice and expense exports) — Taxorio sorts it out on its own inside, you don't need to pre-sort the files.

Step by step

Go to Settings → Data → Data import.
Drag files into the upload area, or select the whole export folder.
Click Analyse files — processing runs in the background with a live progress indicator; larger batches can take a while.
Look through the preview, split into three sections: We'll import, With a note and We'll skip.
For skipped documents you'd like to rescue, fill in the missing value right in the preview (see below), or try uploading a more legible version of the file.
Click the button showing the number of clients, invoices and expenses to import — only then does the data actually get written to your account.

How to read the preview

Before you confirm anything, you'll see exactly what happens to each document:

We'll import — the document is unambiguous and gets imported unchanged.
With a note — the document gets imported, but is worth checking: either we derived some value (an orange counter, e.g. a computed VAT rate), or we read the whole document from a scan using AI (a blue "from a scan (AI)" badge, with a "How we read this document" section in the detail).
We'll skip — the document is not imported, and each one comes with a reason (e.g. the VAT rate can't be determined, a date is missing, it's unclear whether it's an issued invoice or an expense).

⚠️ VAT is never guessed: if Taxorio isn't sure about the rate, the date or the direction of a document, it visibly ends up in the We'll skip section with a reason — instead of a silent guess you'd only discover on your VAT return. The preview never lies: what you see in it is exactly what the import writes.

How to resolve skipped documents

For plenty of skipped documents you don't need to reach for the original file again — you can fix them with one click right in the preview:

fill in the VAT rate, if it couldn't be determined even from the amounts,
enter a date — the document date, DUZP or payment date — if it couldn't be recognised,
enter the client's name, if the customer is missing,
enter the total amount, if the base plus VAT doesn't add up,
enter the rate for a foreign-currency document where the rate couldn't be obtained,
set the document's direction — issued invoice, or expense — if it couldn't be recognised automatically,
set the document type — a regular or a proforma invoice,
choose the reverse charge regime for a received document where it wasn't unambiguous — a service or goods from the EU, a service from a third country, domestic reverse charge under § 92a, or ordinary Czech VAT,
retry processing an unreadable scan or PDF with the Try again button.

For documents sharing the same skip reason (typically a series of invoices from the same foreign supplier), the preview offers a bulk fix — a button along the lines of "Apply 21% to all 14 documents with this reason". That way you set the rate, direction or reverse charge regime once for the whole group.

Once you fix a document, it moves into the We'll import section, and on confirmation it's written in with your correction.

Duplicates and repeated imports

Documents with a number that already exists in your account are automatically and visibly skipped as duplicates. So you can safely run the import more than once — say, when you upload only part of the files the first time and catch up on the rest in a later batch.

Batch limits

A maximum of 500 files and 250 MB total per batch.
One file up to 10 MB — a ZIP archive or an email (.eml) up to 50 MB.
Up to 150 PDF files or photos per batch (AI-based scan processing). A daily cap also applies across all your imports — once it's used up, the preview tells you so for further scans and asks you to try again tomorrow.

If you hit a limit, simply split the batch into two uploads.

A finished preview stays ready while you're working on it; after roughly 30 minutes of inactivity it expires and the files need to be uploaded again.

When something doesn't work

If a file can't be recognised at all, the preview gives you a specific reason next to it (a corrupted archive, an unsupported format, an empty file, etc.) — try exporting the file again, or skip it and add the document manually. If you run into behaviour that doesn't match this guide, write to us at info@taxorio.cz.