What is VAT Portal
What you'll learn
- What VAT Portal is and what it does
- The difference between the Tax Module and Document Flow
- Who uses VAT Portal and for what
- What the new version includes today and what's coming
The short version
VAT Portal is a Software-as-a-Service platform that connects your company's ERP (SAP, 1C, COINS, Monolith, and others) to Azerbaijan's government e-taxes.gov.az system and gives your team a structured way to approve and process documents. It is trusted by some of Azerbaijan's largest enterprises to automate the handling of e-QF invoices and other business documents.
In practice, VAT Portal does two big things:
- Automates tax and invoice workflows — your outgoing invoices are pushed from your ERP to e-taxes.gov.az automatically, and incoming e-QF invoices are pulled in the other direction, with the government e-QF ID returned to your ERP without manual re-entry.
- Provides an approval workflow system — any document (not just invoices) can be routed through configurable approval steps with conditions, delegation, comments, and a full audit trail.
Modules in VAT Portal
VAT Portal is organized into modules. You will see the modules you have access to in the sidebar on the left.
Document Flow
Approval workflows for any type of document — invoices, payment requests, business travel authorizations, vacation requests, contracts, and anything your company needs to route for approval.
Document Flow lets you:
- Define document types with custom fields
- Create approval flows with configurable steps
- Route documents based on field values (e.g., different approvers for different amounts)
- Track each document through its approval lifecycle
- Chat with reviewers via a built-in discussion board
- Start over with a corrected version when something gets rejected
Document Flow is fully available in the new version.
Tax Module
e-QF invoice automation. Pulls incoming invoices from e-taxes.gov.az, pushes outgoing invoices to e-taxes, and returns the government e-QF IDs to your ERP — all automatically.
The Tax Module is currently running on the previous version of VAT Portal and will be migrated to the new version in a future release. For now, your tax workflows continue to operate on the existing platform without interruption.
Future modules
Additional modules such as HR and Finance are planned. They will appear in the sidebar once released.
Who uses VAT Portal?
End users
People who create documents, respond to approval requests, or track their tasks. Typical activities:
- Submit a vacation request
- Approve a supplier invoice
- Create a business travel authorization
- Check "My Tasks" for items waiting on them
Admins
People who configure the system for their company:
- Define what kinds of documents exist
- Set up approval flows and routing rules
- Manage user accounts and permissions
- Investigate and fix stuck workflows
- Connect VAT Portal to the company's ERP
Super-admins
A small number of people who manage companies, assign modules, and oversee the platform as a whole.
What you get with VAT Portal
- Dedicated infrastructure per client — your data lives on a separate virtual server, not shared with other companies
- Full audit trail on every action — every approval, rejection, edit, and comment is logged
- ERP integrations — SAP, 1C, COINS, Monolith, and others
- Configurable document schemas — define your own fields per document type
- Conditional routing — approvals that adapt based on the content of the document
- Visual flow editor — drag-and-drop interface for designing approval flows
- Version control — corrections create new versions so the approval history is preserved
- Automated daily backups with point-in-time recovery
- Access levels per user per company — fine-grained control over who can do what
The new version vs the old version
VAT Portal is currently transitioning to a new version of its interface. What this means for you:
- Document Flow is already on the new version — a redesigned interface, faster performance, and several features (like the visual flow editor and the discussion board) that weren't in the old version
- The Tax Module is still on the previous version — your tax workflows continue unchanged while the migration is in progress
- Your data is the same — both versions share the same backend, so nothing is lost during the transition
When the Tax Module migration is complete, both modules will be accessible from the same new interface.
Mobile app
VAT Portal also has a companion mobile app for iOS and Android. It is designed for day-to-day tasks on the go:
- Viewing documents and their approval status
- Responding to tasks assigned to you — approve, reject, or delegate
- Posting and reading discussion board messages
- Basic user lookup
Deeper configuration — creating document types, designing approval flows, HR, filters, groups, company administration, and managing access — is done from the web app.
Use whichever fits the moment: the mobile app for acting on tasks quickly, the web app for setting things up and administering the system.
Getting started
To start using VAT Portal:
- Your company's admin grants you an account and access to specific modules
- You open your company's VAT Portal URL (e.g.,
company.vatportal.az) - You log in with your username and password
- You see the sidebar with the modules you have access to
If you don't see a module you expect, ask your company's admin — they control what each user can access.