Are you tired of spending countless hours manually processing invoices for tax filing? Struggling to keep track of supplier information, tax amounts, and invoice dates across multiple businesses? Tax Flow is here to revolutionize the way you manage input tax records.
In this comprehensive guide, we'll walk you through every step of using Tax Flow—from setting up your first shop to generating export-ready tax statements. By the end of this article, you'll be processing invoices with confidence and accuracy.
What is Tax Flow?
Tax Flow is an intelligent tax management platform designed for businesses dealing with GST/VAT input tax processing. It combines AI-powered invoice extraction with human review workflows to ensure your tax records are both accurate and compliant.
Key Features
✅ AI-Powered Data Extraction – Upload invoice images or PDFs, and our system automatically extracts supplier details, amounts, and tax information
✅ Smart Validation & Flagging – The system automatically flags potential errors, mismatches, or suspicious entries for your review
✅ Side-by-Side Verification – Review extracted data alongside the original invoice for complete accuracy
✅ Multi-Business Support – Manage input tax for multiple shops or businesses from one dashboard
✅ Export-Ready Reports – Generate government-compliant Excel statements in seconds
Getting Started: The Complete Workflow
Step 1: Create Your Shop
Before processing any invoices, you need to set up your business (called a "shop" in Tax Flow).
How to Create a Shop:
- Navigate to the Shops page from your dashboard
- Click the "Add Shop" button
- Enter your business details:
- Shop Name: Your business or trading name
- TIN (Tax Identification Number): Your government-issued tax ID
- Tax Activity: Your business activity classification
- Classification: Choose between Revenue or Capital
- Tax Rate: Select your applicable GST rate (6%, 8%, 12%, or 16%)
- Click "Create Shop"
💡 Pro Tip: You can create multiple shops if you manage tax records for different businesses or entities.
Step 2: Upload Your Invoices
Once your shop is set up, it's time to upload invoices for processing. You can upload multiple invoices at once, making bulk processing effortless.
How to Upload Invoices:
- Go to Upload Invoices from the navigation menu
- Click "Upload Invoice" button
- Select your invoice files from your computer (choose as many as you need)
- Click "Upload" to proceed
- A dialog will open asking you to select the target month and year (e.g., March 2025)
- This field is optional but highly recommended
- Set this to your expected invoice period
- The system will flag any invoices with dates outside this period
- This smart validation helps catch data entry errors and ensures accuracy
- Confirm in the dialog to start processing
🎯 Critical Rule: Each file must contain only ONE invoice.
Why this matters:
- The AI is designed to extract data from a single invoice per file
- If you have multiple invoices scanned together in one PDF, you must split them into separate files first
- One file = One invoice = One accurate extraction
Smart Period Validation:
Here's the powerful part: When you select a target period (like "March 2025"), Tax Flow automatically validates invoice dates against your selection.
Example:
- You select March 2025 as your target period
- You upload 20 invoices
- Invoice #15 has a date of February 2025 (outside your target)
- The system automatically flags it with a warning: "Invoice date outside expected period"
This intelligent flagging catches mistakes early—wrong month uploads, typos in dates, or invoices that belong in a different batch. It's your safety net for accuracy.
💡 Pro Tip: Process invoices monthly and always set the target period to match. This keeps your records organized chronologically and makes quarterly reviews a breeze.
What Happens Next?
Once uploaded, Tax Flow's AI engine processes each invoice:
- Extracts supplier name, TIN, and invoice number
- Identifies invoice dates and amounts
- Calculates GST/tax amounts based on your shop's tax rate
- Validates the data against your shop settings
- Flags any invoices with dates outside your target period
- Flags any other potential discrepancies or errors
Step 3: Review Your Input Tax Records
This is where the magic happens—the human review process that ensures your tax records are 100% accurate.
Navigate to the Input Tax Page:
- Click Input Tax from the main navigation
- Select the shop you want to review
- Choose the period (quarter or year) you want to focus on
- The system displays all processed input tax records in a comprehensive table
Step 4: Perform Human Review (The Critical Step)
Human oversight is essential for tax compliance. Here's how to review your records effectively:
Understanding the Table Columns
- Status: Shows whether you've verified the record (green checkmark = verified)
- Flag: Indicates if the system detected potential issues (red "Flagged" badge)
- Supplier Name: The vendor or supplier name
- TIN: Supplier's Tax Identification Number
- Invoice #: The supplier's invoice number (clickable to view original invoice)
- Date: Invoice date
- Total: Complete invoice amount (before tax + GST)
- Before Tax: Amount before GST
- GST Columns: Tax amounts broken down by rate (6%, 8%, 12%, 16%)
Why Records Get Flagged
The system automatically flags invoices that have:
- Date mismatches (invoice date outside the expected period)
- Tax calculation discrepancies
- Missing or invalid supplier information
- Unusual amounts or patterns
Step 5: Detailed Review with Side-by-Side Comparison
To verify or edit a record, double-click any row in the table. This opens the detailed review drawer.
The Side-by-Side View
Left Panel: Invoice Preview
- View the original invoice image or PDF
- Zoom and scroll for detailed inspection
- Verify all details match the extracted data
Right Panel: Extracted Data
- See all extracted fields with the ability to edit
- Review flagged issues with detailed explanations
- Make corrections as needed
- Mark the record as verified once confirmed
How to Review Each Record
-
Compare the original invoice with extracted data
- Check supplier name spelling
- Verify TIN matches exactly
- Confirm invoice number
- Validate invoice date
- Ensure amounts are correct
-
Address Flagged Issues
- Read the flag reason carefully
- Determine if it's a legitimate concern or false positive
- Make corrections if needed
- Check the "Clear flag" box if the data is actually correct
-
Mark as Verified
- Once you've confirmed everything is accurate, check the "Mark as Verified" box
- This indicates you've completed your human review
- The status icon changes to a green checkmark
-
Save Your Changes
- Click "Update Input Tax" to save
- The record is now verified and ready for export
💡 Best Practice: Review flagged records first, then work through unflagged records to ensure nothing is missed.
Step 6: Export Your Tax Statement
After reviewing all records, you're ready to generate your official tax statement.
How to Export:
- From the Input Tax page, select your shop and period
- Click the "Export" dropdown button
- Choose your export format:
- Statement: Standard format for internal records
- Online Statement: Government-compliant format for online tax filing
- The system generates an Excel file with all verified records
- Download and submit to tax authorities
What's Included in the Export:
- Shop TIN and name
- Taxable period
- Complete list of all input tax records
- Supplier details (TIN, name, invoice numbers)
- Invoice dates
- Amount breakdowns (before tax + GST)
- Tax activity and classification
Key Benefits: Why Use Tax Flow?
1. Accuracy Through AI + Human Review
Unlike fully automated solutions, Tax Flow combines AI efficiency with human oversight. The system extracts data instantly, but you maintain control with the final review—ensuring compliance and accuracy.
2. Time Savings
What used to take hours of manual data entry now takes minutes. Process dozens of invoices per month with confidence.
3. Error Detection
The intelligent flagging system catches mistakes before they become problems—potential mismatches, unusual amounts, and date discrepancies are highlighted automatically.
4. Audit-Ready Records
Every invoice is stored with its extracted data, making audits and inquiries simple to handle. Just search for a supplier or date and pull up the complete record.
5. Multi-Business Management
Managing tax for multiple entities? No problem. Create separate shops and keep everything organized in one platform.
Tips for Best Results
📅 Process Monthly for Best Accuracy
Upload and process invoices on a monthly basis, organized by year. This helps the AI recognize date patterns and improves extraction accuracy. It also makes quarterly and annual reviews much more manageable.
🚩 Don't Ignore Flags
When the system flags a record, take it seriously. These automated checks are designed to catch common errors that could cause issues during tax filing or audits.
✅ Always Mark Verified Records
Use the verification checkbox consistently. This creates a clear audit trail showing which records have been human-reviewed and which still need attention.
🔍 Use the Search Function
The search bar at the top of the Input Tax table lets you quickly filter by supplier name, TIN, or invoice number—perfect for finding specific records or reviewing invoices from a particular vendor.
💾 Export Regularly
Don't wait until the filing deadline. Export your statements regularly to track progress and identify any missing invoices or data gaps early.
Common Workflows
Workflow 1: Monthly Processing
- End of Month: Upload all invoices for the month
- Week 1 of Next Month: Review flagged records and verify all entries
- Week 2: Export monthly statement for internal record-keeping
- Quarterly: Consolidate and export quarterly statement for tax filing
Workflow 2: Quarterly Review
- Quarter End: Upload any remaining invoices
- Review Week: Perform comprehensive review of all three months
- Filter by Quarter: Use quarter filter to focus on current period
- Export: Generate quarterly tax statement
- File: Submit to tax authorities
Workflow 3: Multi-Shop Management
- Daily/Weekly: Upload invoices for each shop as they arrive
- Monthly: Review Shop A first week, Shop B second week, etc.
- Quarterly: Generate and file statements for all shops
- Annual: Use "All Data" filter for year-end reconciliation
Troubleshooting & FAQs
Q: What if the AI extracts data incorrectly?
A: Simply double-click the record and edit the fields in the drawer. The system allows full manual correction of any extracted data.
Q: Can I add invoices that weren't automatically processed?
A: Yes! Use the "Manual Input" button on the Input Tax page to add records manually without uploading an invoice file.
Q: What file formats are supported?
A: Tax Flow accepts common image formats (JPG, PNG) and PDF files. For best results, ensure invoices are clear and legible.
Q: How does the credit system work?
A: Each invoice processed with AI extraction costs 1 credit. Purchase credit packages based on your processing volume. Manual entries don't consume credits.
Q: Can I delete a record?
A: Yes. Click the three-dot menu on any row and select "Delete". Use this for duplicate entries or invoices uploaded to the wrong shop.
Q: What if I run out of credits mid-processing?
A: The system will mark remaining invoices as ERROR with a message to purchase more credits. Your uploaded invoices are saved and will process automatically once you add credits.
Getting the Most from Tax Flow
Tax Flow is designed to make input tax management effortless while maintaining the accuracy required for compliance. By following this guide and establishing a consistent workflow, you'll transform a tedious monthly chore into a streamlined, efficient process.
Remember the golden rule: Process regularly, review thoroughly, verify everything, and export with confidence.
Ready to revolutionize your tax workflow? Start processing your first batch of invoices today!
Need Help?
If you encounter any issues or have questions about using Tax Flow, please contact our support team or refer to our detailed documentation.
Happy processing! 🚀