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

What the import is for

The Data import card in Settings → Data brings over clients, issued invoices and expenses from another invoicing tool or from your own files. It's available on every plan. Imported invoices count towards the 5-client limit of the Free plan the same as the ones you issue, but an import never stops — you keep invoicing the imported clients, and the Pro plan unlocks a new client beyond 5.

What gets imported

• Clients — the whole address book.
• Issued invoices — including credit notes, paid status, variable symbol and the date of taxable supply (DUZP). Invoices from ISDOC, PDF or a scan with no payment marked are created as unpaid; they count toward income once you mark them with Mark as paid in the detail. Invoices issued by someone else (the issuer's company ID (IČO) doesn't match your Company details) are skipped.
• Advances and final invoices — we link them to the proforma invoice, so a paid advance counts only once. An advance without a recorded payment gets marked as paid on the payment date of the advance tax document you import for it. What can't be linked reliably is skipped, and the preview tells you what to do. From Taxorio's own export, upload export.json.
• Invoices in a foreign currency — in EUR, USD, GBP, CHF and PLN they stay in their original currency. We take the rate from the export, otherwise we use the CNB rate. If the rate can't be found, we don't guess it — you add it in the preview.
• Expenses — including the % of business use, categories, reverse charge and foreign currencies (converted at the CNB rate). For scans and PDFs we keep the original file as an attachment. A category we don't recognise becomes Other.
• Documents with several VAT rates — the expense is created with a breakdown by rate when the source carries one. If the breakdown is missing or doesn't match the document amounts, we skip the document and you enter it manually with Split into multiple rates. When the source carries no breakdown by rate, we only infer the rate from the ratio of VAT to base — check documents labelled “VAT rate inferred”.
• Vyfakturuj export — we read it according to their documentation: cancelled invoices are not imported and unpaid invoices are created as unpaid. An invoice that deducts an advance is imported only together with the tax document for that advance from the same export. We don't support the special VAT scheme (e.g. second-hand goods) — such invoices are imported without VAT and the preview says so.

Not carried over: payment matching with bank statements, email sending history, invoice PDFs (we create new ones) and your numbering series — set that up after the import in Settings → Invoicing.

What files you can upload

We recognise the source ourselves, just upload the files:

• exports from Fakturoid, iDoklad and Vyfakturuj (from iDoklad the invoice and contact lists — we don't import the price list), issued and received invoices in XML for Pohoda (for example from FakturaOnline) and received invoices from Money S3 (XML),
• your own export from Taxorio (Settings → Data → Data export) — from export.json we take invoices together with their VAT regime, the customer details from the issue date, the document language and foreign-currency payments, expenses together with advances, their settlements and deferred VAT deductions, and client cards unchanged,
• CSV, XML, JSON, XLSX, a ZIP with everything together, emails (.eml) with attachments and Word files,
• ISDOC, including one embedded in a PDF,
• PDF invoices and photos of receipts (JPG, PNG, HEIC, WEBP).

Step by step

1. Open Settings → Data → Data import.
2. Drag in the files, or select the whole export folder.
3. Click Analyze files. A larger batch can take a while.
4. Go through the preview — it opens on the tab with something to review.
5. For skipped documents, fill in the missing value right in the preview.
6. Click the Import button — only now is the data written to your account.

How to read the preview

• We'll skip — the document isn't imported. Each one comes with a reason, and most also with what to do.
• With a warning — the document gets imported, but check it: we inferred something or read it from a scan.
• We'll import — the document has no reservations.

An invoice without line items (say from the Fakturoid CSV) gets a single item for the full amount. Want line items? Add the PDFs of those invoices to the import.

For expenses with no payment date, the Fill in estimated payment date button uses the supply date. Then check the estimate on the flagged documents.

How to resolve skipped documents

Many documents can be fixed in the preview with one click:

• the VAT rate, date, client name, total amount or exchange rate,
• the document's direction — issued invoice, or expense,
• the document type — a regular or a proforma invoice,
• the reverse charge regime on a received document — a service or goods from the EU, a service from a third country, domestic reverse charge under § 92a, or ordinary Czech VAT. The regime has to match the supplier's tax ID (DIČ) and country: a service from a third country from a supplier with an EU tax ID (for example an Irish “IE…” one) is skipped by the import and the preview lets you pick the right regime — otherwise it would end up on the wrong line of the VAT return,
• Try again for an unreadable scan or PDF.

For several documents with the same reason, the preview offers a bulk fix, say "Apply 21% to all 14 documents with this reason". A fixed document moves to We'll import.

A document with several VAT rates whose breakdown doesn't add up can't be fixed in the preview. Import the other documents and enter this one manually with Split into multiple rates.

Duplicates and repeated imports

A document with a number you already have in your account is skipped. If an invoice with the same number differs in amount or customer, the preview asks you to check it. So you can run the import more than once, say in parts.

Batch limits

• At most 500 files and 250 MB per batch.
• One file up to 10 MB, a ZIP or email up to 50 MB.
• At most 150 PDFs or photos per batch; a daily scan limit applies too.

Split a larger batch into two uploads. The preview expires after about 30 minutes of inactivity.

When something doesn't work

For a file we can't recognise, the preview gives the reason. Try exporting it again, or enter the document manually. If something doesn't work as described here, write to us at info@taxorio.cz.