1
Client connects Gmail
Your client links their Gmail. TaxFlow scans for invoices as they arrive. On Pro, it also pulls the last 24 months of history.
Connect Gmail
For UK accountants and bookkeepers
Your clients' invoices, collected and organised
TaxFlow pulls invoices from your clients' Gmail inboxes and WhatsApp messages, extracts the details, and gives you a workflow to review and export them. Clients share access with a link — you never touch their email.
HOW IT WORKS
Clients collect. You review.
2
Paper receipts go to WhatsApp
Your client photographs a paper receipt and sends it to their TaxFlow WhatsApp number. It appears alongside their Gmail invoices.
3
They share a link with you
The client creates a share link and sends it to you. You see only the invoices they include — no access to their Gmail inbox.
4
You review and export
Work through a pending/approved/exported list. Export a Xero Bills CSV or QuickBooks bills CSV with UK VAT at 20%, 5%, or 0%. Rows missing a supplier, date, or amount are held back.
WHAT YOU GET
Collection and review in one place
Invoices arrive automatically
Gmail invoices are picked up as they land. Your client only needs to add the paper ones.
Fields read from the document
TaxFlow reads supplier, date, amount, and currency from each document for you or your client to review and correct.
Duplicates and mismatches flagged for review
TaxFlow flags duplicate invoices and amount mismatches (where net + VAT does not equal total) so you can review them.
Xero and QuickBooks ready
Export a Xero Bills CSV or QuickBooks bills CSV. UK VAT rates mapped. Incomplete rows held back until they're fixed.
Clients share, you receive
Each client creates a share link and sends it to you. You see their invoices and workflow, but never their Gmail inbox. They can include or exclude invoices before sharing. Revoking the link cuts off future access.
Pending, approved, exported
Every invoice starts as pending. You review it, approve it for export, and mark it exported once it's in your software. The workflow keeps your records clean.
Gmail history
Free clients get a rolling 60-day Gmail sync — invoices from the last 60 days, refreshed as new ones arrive. Pro clients also get a one-time 24-month backfill: TaxFlow scans the previous two years when they connect.
Export to Xero or QuickBooks
Download a Xero Bills CSV or QuickBooks bills CSV. UK VAT rates (20%, 5%, 0%) are mapped to your tax names. Rows missing a supplier, date, net, or VAT amount — or with an unmapped VAT rate — are held back so they don't break your import.
FAQ
No. Your client connects their own Gmail and creates a share link. You see only the invoices they include — no inbox access, no passwords.
Spend less time chasing receipts
Your clients collect their invoices. You review and export. Get in touch to see how it works for your practice.