How to send us documents

If you are not sure, use the upload page. It takes every format we accept, unpacks ZIP archives, unlocks password-protected PDFs and shows you straight away which files were received.

Some things are handled for you, whichever way you use:

• The same file twice: if you send an exact copy of a file we already have, nothing new is added.
• The month: if you do not choose a month, we take it from the document, the invoice date for an invoice and the statement period for a statement.
• Company documents: a trade licence, VAT or Corporate Tax certificate or memorandum goes to your company documents, not to the accounting months.

• PDF, JPG, PNG, HEIC, WEBP, TIFF, Excel (XLSX, XLS), CSV, Word (DOCX, DOC), TXT.
• ZIP archives on the upload page, in Files and through your AI agent. We unpack them, including one archive inside another. E-mail and Google Drive do not unpack archives.
• Up to 32 MB per file. On the upload page and in Files, up to 1,000 files and 500 MB in one go.

Upload the file on the upload page or in Files: both ask for the password and open the file. If you cannot, send the password to your QuickTax manager in your QuickTax chat. This is the same for a file you sent by e-mail, through your AI agent or in WhatsApp.

• Sales invoices you created in QuickTax. They are in your books from the moment you issue them. If you send the PDF back to us, the income can be counted twice.
• QuickTax’s own invoices to you. We add them to your books ourselves.
• Screenshots of a banking app or a list of search results instead of a bank statement. We need the statement your bank issues: a PDF, or a CSV or Excel export, covering the whole month.
• Video, audio, GIF files and e-mails saved as files (.eml, .msg). We cannot read them.

There are two places to upload files yourself: the upload page, which works without signing in, and Files in the QuickTax app.

The upload page

Each company has its own upload page. QuickTax sends you the link when your company is set up. Your manager can send it again, and your AI agent can give it to you.

The page needs no login. Anyone who has the link can upload files to your company. The page also shows your accountant’s open questions about bank payments and the names of files that were not accepted. Share the link only with people you trust to send documents for you, such as your office manager.

1. Open the link. The page shows your company’s name.
2. Choose how to add files:
   • Files: pick files or drag them onto the page.
   • Camera (on a phone): take photos of paper receipts.
   • Link: paste a Google Drive or Dropbox link to a file. A Google Drive folder link also works. The link must open for anyone who has it (in Google Drive: Share → General access → Anyone with the link).
3. Press Upload N files (or Upload N photos). Keep the page open until the upload finishes.
4. If something needs explaining, write it in Comment for your accountant (optional), then press Send to accountant.

You do not choose a type or a month. QuickTax reads each file and takes the month from the document.

Password-protected PDFs

Many banks send statements as PDFs with a password. The page asks for the password, opens the file and sends it on (Unlock and send). If you do not have the password at hand, press Skip — I’ll send it in chat and send the password to your QuickTax manager in your QuickTax chat.

Cash payments

If you paid or received cash and have no document for it, open Paid in cash? → Add a payment that has no receipt on the same page. Choose I paid or I received, enter the date, amount and who it was paid to or received from, then press Save payment.

Questions from your accountant

When your accountant has a question about a bank payment, for example a payment with no invoice, it shows at the top of the upload page. Answer it there: add the document, or pick a reason and write a comment.

Files in the QuickTax app

In the QuickTax app, open your company and go to Files. Drag files onto a folder, or hover over a folder and press +. A month folder files the documents into that month. A folder that is not a filing place, such as a bank folder or Reports, still takes the files; a note tells you where they will be saved.

If a file needs a decision, a Before we file these window opens. Choose Invoice, Statement, Other or Skip, then press File documents. A password-protected PDF asks for its password in the same window.

How you see that it arrived

• The upload page shows a line such as “4 documents sent” when it is done.
• A file appears in Files once it is processed, usually within a few minutes. Use the Source filter in Files to see only what came through the upload page.
• If a file could not be used, a warning “N files you sent were not accepted” appears above Files and on the upload page, with the reason. Press Upload again to send a better copy.

Common mistakes

• Closing the page too early. Wait for the upload to finish.
• A link that needs a login. QuickTax cannot open a private Google Drive or Dropbox link. Change sharing to “Anyone with the link”, or download the file and upload it.
• A Dropbox folder link. Dropbox folders are not supported. Share the files one by one, or upload them.
• A screenshot instead of a bank statement. Download the statement from your bank as a PDF, CSV or Excel file.

If you connected ChatGPT, Claude or another AI agent to QuickTax with your personal link (how to connect), you can ask it to send documents to QuickTax. The file goes through the same processing as an upload in the QuickTax app.

Any app user who has connected an agent can use it. The agent sends files only to the companies linked to your QuickTax account. If you have several companies, tell the agent which one.

How the agent sends a file

You do not need to name a tool. Say what you want, for example:

• “Upload this receipt to QuickTax for March.”
• “Send this bank statement to QuickTax.”
• “What documents is QuickTax still missing for October?” The agent can then upload them one by one.

What the agent can add

• A month. If you say which month a document belongs to, the agent passes it on. If not, QuickTax takes the month from the document.
• A type: invoice or receipt, bank statement, or other (contract, letter, certificate). If the agent leaves it out, QuickTax decides itself, which takes up to about 90 minutes.
• A note for your accountant, up to 1,000 characters, for example “paid in cash” or “this covers both invoices from May”.

Formats are PDF, images, Excel and CSV, Word, TXT and ZIP: 10 MB per file sent directly, 32 MB from a link, up to 30 uploads an hour and 200 a day.

How you see that it arrived

You can also ask the agent “Which documents do you have for March?” It lists the documents QuickTax has for that month, including files still being processed, and where each one came from. In Files in the QuickTax app, the Source filter shows what your agent sent as AI agent.

What not to upload

• Sales invoices you created in QuickTax, with the agent or in the QuickTax app. They are already in your books. Do not upload them, as a PDF or as a link: the income would be counted twice.
• A link that needs a login, or a link to a page instead of a file.
• Files over the limits above.

Common mistakes

• Asking the agent to upload a file attached in the chat. Some apps, ChatGPT among them, do not pass a file attached in the chat on to QuickTax. The agent then gives you the upload link; upload the file there.
• Uploading the invoice the agent has just created for you. Issuing the invoice is enough. If you need to send it to your customer, ask the agent to share it.
• Several companies, no company named. Tell the agent which company the document is for.

Send or forward documents to accounting@quicktax.ac. QuickTax takes the attachments and files them in the QuickTax app.

Who can use it

Mail is filed under your company when it comes from an address QuickTax knows for that company:

• your company’s e-mail;
• the e-mail of a QuickTax app user of your company;
• the e-mail in your Company Profile;
• an address your QuickTax manager added for you;
• an address you added yourself on the upload page: Add another email sends a confirmation link to that address. Once you open the link, mail from it is filed under your company. Mail sent from it before you confirmed is not picked up.

Mail from an address QuickTax does not know is not filed. Mail from an address that belongs to more than one company is not filed either, because QuickTax cannot tell which company it is for. If you run several companies from one e-mail address, use the upload page or your AI agent for their documents.

What gets processed

The attachments of the e-mail: PDF, JPG, PNG, HEIC, TIFF, Excel (XLSX, XLS), CSV, Word (DOCX, DOC) and TXT, up to 32 MB each. A photo pasted into the body of the e-mail is taken when it is larger than 100 KB; small pictures such as logos in a signature are skipped.

QuickTax takes the month from each document. The sender, date and subject of the e-mail are kept with each file, and your accountant can open the e-mail itself.

These attachments are not processed on their own. Your manager sees them and handles them by hand:

• ZIP and other archives;
• password-protected PDFs. Upload the file on the upload page or in Files: both ask for the password and open the file. If you cannot, send the password to your QuickTax manager in your QuickTax chat;
• e-mails attached as files (.eml, .msg), calendar invites, contact cards, GIF and WEBP images, video and audio.

How you see that it arrived

QuickTax does not reply to the e-mail. The files appear in Files in the QuickTax app once processed, usually within two hours of sending. Use the Source filter in Files to see only what came by e-mail.

Common mistakes

• Sending from a personal address QuickTax does not know. Add it on the upload page first (Add another email), then send.
• Putting the document in a link instead of an attachment. QuickTax takes attachments only. Download the file and attach it, or paste the link on the upload page.
• Sending a ZIP. It waits for your manager. Attach the files themselves, or upload the ZIP on the upload page, where it is unpacked at once.
• Sending a screenshot of your banking app as a statement. Attach the statement your bank issues (PDF, CSV or Excel).

If you keep your documents in a Google Drive folder, connect it once. After that QuickTax checks the folder about every 30 minutes and takes new files by itself. A QuickTax app user of the company, or your QuickTax manager, can connect it. One company connects one folder, and one folder belongs to one company.

How to connect

1. Open the folder in Google Drive and press Share.
2. Add quicktax.ac@gmail.com as a Viewer and press Send. QuickTax only reads the folder; it never changes or deletes anything in it.
3. Sort the documents into sub-folders named by month: 2026-09, 2026-10 and so on. Files directly in the main folder are taken too, and QuickTax takes their month from the document.
4. In the QuickTax app, open your company, go to Files, press ⋮ and choose Google Drive. Paste the folder link. You can also send the folder link to your QuickTax manager, who connects it for you.

If the folder was shared from an e-mail address that is not linked to your company, the QuickTax team checks it before the first sync.

The first sync

On the first check QuickTax takes the files from the last three months before the day you connected the folder. Older files are left out. If there are more than 100 such files, the sync waits until your QuickTax manager agrees with you whether to take them all or only files added from now on.

After the first check, every new file in the folder is taken, whatever its date.

Formats and limits

• PDF, JPG, PNG, HEIC, WEBP, TIFF, Excel (XLSX, XLS), CSV, Word (DOCX, DOC) and TXT, up to 32 MB each.
• The main folder and the sub-folders directly in it. A sub-folder named YYYY-MM sets the month.

Not taken: Google Docs and Google Sheets files (download them as PDF or Excel and put that copy in the folder), ZIP archives (unpack them in the folder, or upload the ZIP on the upload page), empty files and files over 32 MB.

How you see that it arrived

In Files, press ⋮ → Google Drive. The window shows when the folder was last checked and the latest files with their status. A file appears in Files once it is processed, usually within two hours of being added to Drive. Use the Source filter in Files to see only what came from Google Drive.

Changes in the folder

• Deleting or renaming a file in Drive does not change anything in QuickTax.
• If you replace a file with a new version after QuickTax has processed it, the new version is not taken. Tell your manager.
• If you stop sharing the folder, syncing stops. Files already taken stay in QuickTax. To stop on purpose, disconnect the folder in the same Google Drive window.

Common mistakes

• Sharing with a different Google account. The address is quicktax.ac@gmail.com.
• Folders inside sub-folders. QuickTax reads the main folder and the sub-folders directly in it. A folder inside a sub-folder (for example 2026/2026-10) is not read.
• Sub-folders by type or by year. They are read, but only a YYYY-MM name sets the month. For files in any other sub-folder, QuickTax takes the month from the document.
• Expecting old files after the first sync. Files older than three months before connecting are not taken. Upload them on the upload page.
• Keeping sales invoices you created in QuickTax in the same folder. They are already in your books. Keep them in a separate folder that is not shared.

You can send a file or a photo in your WhatsApp chat with QuickTax. This suits a single receipt or a document your manager asked for.

Your QuickTax manager adds files from the chat to your documents. They are not added automatically, so a file in the chat reaches the QuickTax app after your manager has added it. While you set up your company with the QuickTax assistant in WhatsApp, the assistant reads the company documents you send in the chat (trade licence, VAT or Corporate Tax certificate, memorandum, shareholders’ IDs) and adds them to your Company Profile.

PDF, photos (JPG, PNG, HEIC), Excel, CSV and Word files are accepted, up to 32 MB each. The file appears in Files once your manager has added it and it is processed. Use the Source filter in Files to see only what came through WhatsApp.

Use another way for these:

• Many files, or a whole month of documents: use the upload page or connect a Google Drive folder. Files sent that way reach your documents without waiting for your manager.
• A password-protected bank statement. Upload the file on the upload page or in Files: both ask for the password and open the file. If you cannot, send the password to your QuickTax manager in your QuickTax chat.
• A ZIP archive: upload it on the upload page, where it is unpacked.

Say which company each file is for if you have several companies in one chat, and send the PDF or a photo of the paper receipt rather than a photo of a screen.

Files and the upload page show a warning when a file you sent could not be used, for example a PDF with a password or a file we could not recognise. Open the warning to see the file and what to do. You can also ask your QuickTax manager.