TaxItEasy User Guide

Everything you need to get the most out of TaxItEasy. From your first sign-up to advanced integrations — this guide covers it all.

What is TaxItEasy?

TaxItEasy is an all-in-one platform that automates invoice processing, document management, and tax advisor collaboration. Instead of spending hours on manual data entry and chasing receipts, you let AI handle the heavy lifting.

Here's what you can do:

• Upload any invoice or receipt and let AI extract all the data automatically
• Organize all documents in an auto-generated folder structure by year, month, and type
• Share with your tax advisor in one click — no more email chains or zip files
• Track payments and catch overdue invoices before they become a problem
• Manage multiple companies from a single account with complete data separation
• Work from anywhere — Web, iOS, and Android apps with full functionality

Quick Start

Getting started is quick and simple. Here's the fastest path to your first processed invoice:

Step 1: Sign Up

1. Go to TaxItEasy and click "Start Free"
2. Enter your name, email, and a password
3. Check your email for a 6-digit verification code
4. Enter the code to verify your account

That's it — you're in.

Step 2: Create Your Company

1. Click "Create Company" on your dashboard
2. Enter your company name, legal form, and address
3. Optionally upload a company logo
4. You're now the Owner with full admin rights

You can create multiple companies under one account and switch between them instantly. Each company has completely isolated data — no cross-contamination possible.

Uploading Documents

TaxItEasy accepts a wide range of file formats: PDF, JPEG, PNG, HEIC, WebP, TIFF, GIF, BMP, DOC/DOCX, XLS/XLSX, ODT, ODS, CSV, TXT, and XML. You can upload in several ways:

• Drag & Drop — Simply drag files into the upload area in the web app
• Camera scan — Open the app on your phone, snap a photo, upload instantly
• Email forwarding — Set up once and email invoices are processed automatically
• API — Upload programmatically via REST API (Growth plan and above)

What happens after upload:

1. File is validated (we check actual file content, not just the extension)
2. Securely stored in encrypted object storage
3. Thumbnail preview is generated
4. AI starts reading the document (OCR + data extraction)
5. You get a real-time notification when processing is complete

Automatic Folder Structure

Documents are automatically organized into a clean folder hierarchy:

Your Company
├── 2025
│   ├── 2025_01_january
│   │   ├── Incoming Invoices
│   │   ├── Outgoing Invoices
│   │   ├── Bank Statements
│   │   └── Others
│   ├── 2025_02_february
│   ├── 2025_03_march
│   └── ...
└── 2024
    └── ...

Folders are created automatically for each month. Documents are sorted into the appropriate category when uploaded.

Search & Filter

Find any document in seconds:

• Full-text search — Searches the OCR-extracted text of every document
• Date filter — By upload date or document date
• Type filter — Incoming invoices, outgoing invoices, bank statements, others
• Status filter — Processed, In Progress, Needs Review

Version History

Every document has a full version history. When you upload an updated version, the previous one is automatically archived. You can view, download, or restore any previous version at any time.

Deleted documents go to a 30-day recycle bin before permanent GDPR-compliant deletion.

AI Invoice Recognition

This is where TaxItEasy saves you the most time. Our AI automatically reads every uploaded invoice and extracts:

• Invoice number, date, and due date
• Vendor/customer name and address
• Net amount, VAT amount, and gross total
• Individual line items with quantities and prices
• VAT rates (0%, 7%, 19% for German invoices)
• Accounting category suggestion

Edit & Review

After AI processing, you can review and adjust any field:

• All extracted fields are editable
• Low-confidence fields are highlighted for quick review
• You can add cost center assignments and accounting categories
• The review workflow ensures no invoice goes unverified

Payment Tracking

Track the payment status of every invoice:

• Pending — Not yet paid
• Partially paid — Partial payment received (amount and date tracked)
• Paid — Fully settled
• Overdue — Past the due date (automatically flagged)
• Cancelled — Invoice was cancelled

With the Revolut integration (Growth plan and above), payments can be matched automatically.

VAT Management

Full support for German VAT rates:

• 19% — Standard rate
• 7% — Reduced rate (food, books, etc.)
• 0% — Tax-exempt or intra-EU deliveries

The AI identifies VAT rates per line item and correctly splits invoices with mixed rates.

Tax Advisor Access

One of TaxItEasy's most powerful features. Sharing documents with your tax advisor is a single-click operation — no more emailing files or mailing USB drives.

How to invite your tax advisor:

1. Go to Settings → Team
2. Click "Invite Tax Advisor"
3. Enter their email address
4. Set the access duration (30 days, 90 days, or custom)
5. They receive an email with a secure invitation link
6. Once accepted, they can browse all shared documents

What your tax advisor can do:

• Browse all documents organized by month and type
• Download documents for tax filing
• View invoice data and payment status

What your tax advisor cannot do:

• Upload or delete documents
• Modify invoice data
• Access company settings or billing
• Invite other users

Document Sharing

For sharing with anyone (not just tax advisors), TaxItEasy offers flexible link sharing:

• Access level — View only or View + Download
• Password protection — Require a password to access the shared document
• Expiry date — Link automatically deactivates after a set date
• Access limit — Maximum number of times the link can be used
• Email notification — Automatically notify the recipient

Every shared link uses a cryptographic 64-character token. Passwords are hashed with bcrypt.

Team Management

Invite team members to collaborate on your company's documents:

1. Go to Settings → Team
2. Click "Invite Member"
3. Enter their email and assign a role
4. They receive an invitation email

Roles & Permissions

6 roles give you precise control over who can do what:

Plans & Pricing

Payments

Payments are processed securely through Stripe:

• Credit cards (Visa, Mastercard, Amex)
• SEPA direct debit
• Currency: EUR

All payment data is stored exclusively by Stripe (PCI-DSS compliant). We never see your card number.

Changing Plans

• Upgrade — Takes effect immediately, prorated billing
• Downgrade — Takes effect at end of current billing period
• Cancel — Access continues until end of paid period

Security Features

Authentication

• JWT tokens with configurable lifetime (default: 15 min access, 7 days refresh)
• Email verification with 6-digit code
• Secure password reset via token links
• Account lockout after 5 failed attempts
• Rate limiting on all authentication endpoints

Data Protection

• Complete data isolation between tenants
• Presigned download URLs (expire in 1 hour)
• File type validation via magic bytes (not just extension)
• Bcrypt password hashing
• TLS encryption for all data in transit

Monitoring

• Complete audit trail of all user actions
• IP address and user agent logging
• Share access logs retained for 6 months

GDPR Compliance

• EU data residency — All data stored on European servers
• Right to deletion — Full data deletion on request
• Data portability — Export all your data in standard formats
• Transparency — Clear privacy policy and cookie policy
• Data minimization — We only collect what's necessary

API Reference

TaxItEasy provides a comprehensive REST API for programmatic access. The API uses JWT authentication.

Authentication

Authorization: Bearer <access_token>

Get tokens

// Request
{ "email": "[email protected]", "password": "your-password" }

// Response
{
  "access": "eyJ0eXAi...",
  "refresh": "eyJ0eXAi...",
  "user": { "id": 1, "email": "[email protected]" }
}

Key endpoints

Multi-tenant requests

When managing multiple companies, include the company ID in the request header:

X-Company-ID: <company-uuid>
Authorization: Bearer <access_token>

Revolut Integration

1. Go to Settings → Integrations → Revolut
2. Click "Connect Revolut"
3. Authorize TaxItEasy on the Revolut OAuth page
4. Transactions sync automatically and match with open invoices

Currently supports EUR.

Self-Hosting

TaxItEasy can be deployed on your own infrastructure using Docker or Kubernetes.

Quick start with Docker Compose

# Clone and configure
git clone https://github.com/your-org/tax-it-easy.git
cd tax-it-easy
cp .env.example .env

# Start all services
docker-compose up -d

# Set up database
docker-compose exec django python manage.py migrate
docker-compose exec django python manage.py createsuperuser

# Access at http://localhost:3000

Production deployment with Kubernetes

# Install k3s
curl -sfL https://get.k3s.io | sh -

# Generate secrets and deploy
./scripts/generate-secrets.sh
kubectl apply -k k8s/base/
./scripts/setup-ssl.sh your-domain.com