befree-itr-automation
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Internal Reference
GUIDANCE.
Handover Documentation
This page is the handover reference for Befree internal users working with the ITR Document Automation solution. It documents how document sets move from submission through OCR and classification, into financial data extraction and categorisation, and on to reviewed, structured output.
Use the sections below to understand submission requirements, how extracted data is mapped to Befree's output template, how to review and confirm results before finalisation, and how to identify and report extraction or mapping issues.
Workflow Guidance for Befree Internal Users
This reference covers the complete document automation workflow, from initial submission through to structured output — what the system does at each stage, what requires your review, and how to identify an issue if one appears.
- Supported formats
- Digital PDFs — text-based PDF documents exported directly from a source system.
- Scanned PDFs — PDF files created from a physical scan of a paper document.
- Common scanned-image formats — standard image files captured from a scanner or device camera.
Single and batch submission- A single document can be submitted on its own for processing.
- Multiple documents belonging to the same client can be submitted together as a batch in one submission action.
Document set composition- Group all supporting documents for one ITR under a single document set before submitting.
- A document set represents the complete collection of source documents supplied for one client’s return.
- Keep each document set scoped to one client to preserve accurate traceability at review time.
- Reading digital text
- If a document contains embedded digital text (for example, a native PDF export), the system reads that text directly.
OCR for scanned documents- If a document is a scanned PDF or an image with no embedded text layer, the system applies Optical Character Recognition (OCR) to derive readable text from the page image.
Document classification- Every document is automatically classified against Befree’s agreed document types.
- Classification determines which extraction fields and rules apply to that document going forward.
Monitoring progress- Processing status for each document set can be monitored from the Processing area until reading, OCR, and classification are complete.
- Approved extraction fieldsExtraction methodology
- Extraction is AI/ML-assisted and applies only to the fields approved for each classified document type.
- Accuracy depends on document legibility — clean digital text and clear scans yield the most reliable extraction.
Categorization and mapping- Each extracted field is mapped to a relevant income or deduction category using approved categorisation and mapping rules.
- Mapping output aligns to the structure of the Befree-defined output template so no manual re-entry is required at export.
Source reference- Every extracted field retains a reference back to the source document it came from, carried forward into review.
- Review interface
- Open the Review area for the relevant document set to see extracted values alongside the source document they were taken from.
Verification checklist- Confirm each extracted value matches the source document.
- Confirm the assigned income or deduction category is correct for that field.
- Confirm no required field has been left unextracted for a submitted document.
Confirmation and data locking- Once a user is satisfied the data is correct, the information is confirmed in the review step.
- Confirmed data proceeds to structured output generation; unconfirmed data is not used to generate output.
- Output template structure
- Output follows the Befree-provided template format, with data organised by source document type, extracted field, and assigned category.
Export format- Structured output is generated in the approved exportable format (Excel or equivalent structured template) agreed for the initial scope.
Integration with tax-preparation workflow- The generated output is designed to be used directly within Befree’s existing tax-preparation workflow — it assists preparation and does not independently prepare, approve, or file a return.
Storage and retrieval- Generated output can be located and retrieved from the Outputs area against its originating document set.
- Initial scope referenceDocument typeExtraction fieldsPAYG Payment Summary / Income StatementSalary and wages, tax withheldBank Interest StatementInterest incomeDividend StatementDividend income, franking creditsRental Property Statement / Agent SummaryRental income, related deductionsWork-Related Expense ReceiptsWork-related deductionsPrivate Health Insurance StatementTax offsets
Documents outside this approved list fall outside the current implementation scope and should be flagged rather than submitted for automated extraction. Future expansion of the approved list is managed through Befree’s review and sign-off process.
- Common extraction errors
- A field is missing where the source document clearly contains a value.
- An extracted value does not match the corresponding figure on the source document.
- OCR misreads characters on a low-quality scan, producing an incorrect value.
Misclassification indicators- A document has been classified under the wrong document type, which changes which fields are extracted.
- A document set contains an unrecognised document type outside the approved list.
Mapping inconsistencies- An extracted field has been assigned to the wrong income or deduction category in the output template.
Reporting and escalation- Flag the affected field or document during the review step rather than confirming it as correct.
- Note the document name, the field in question, and the expected value when reporting an issue.
- Escalate recurring or systemic issues so mapping or classification rules can be reviewed.
- Source document tracking
- Each extracted field records the originating document name within its document set.
Field-to-source mapping- The document name, extracted field, and extracted value are held together, so a reviewer can trace any output value back to where it came from.
Verification and cross-reference- Use this traceability during review to cross-check an extracted value directly against the relevant part of the source document.
Audit trail- Traceability is retained end-to-end, from initial extraction through review confirmation to the final structured output.
FROM RAW TAX DOCUMENTS TO STRUCTURED OUTPUT
Submit PAYG summaries, bank statements, and dividend records on one side. AI-assisted OCR, classification, and extraction map every field into Befree's structured output template on the other — ready for review and your existing tax-preparation workflow.
| Extracted Field | Value |
|---|---|
| Salary & Wages | $84,210 |
| Interest Income | $1,340 |
| Dividend Income | $2,905 |
| Rental Income | $18,600 |
| Work Deductions | $3,120 |
Why Befree Tax Automation
Automates document ingestion and OCR processing — digital and scanned PDFs and common image formats are read automatically, removing manual transcription from every ITR document set.
Extracts financial data with AI assistance — salary, wages, interest, dividends, rental income, deductions, offsets and credits are pulled directly from supported document types.
Maps data to the Befree output template automatically — extracted fields are categorised and mapped using approved rules, with traceability held back to the source document.
Structured output integrates with your existing workflow — review and confirm extracted data, then generate an exportable output ready for Befree’s tax-preparation process.
How It Works
A seven-stage automation pipeline moves each ITR document set from raw submission to a structured, Befree-ready output — with an internal review checkpoint before anything is finalised.
Document Ingestion
Accepts digital and scanned PDF documents, along with common scanned-image formats.Supports multiple supporting documents submitted together as part of the same ITR document set.
OCR and Document Reading
Determines whether a document contains readable digital text or requires OCR before extraction.Reads available text directly from digital PDFs; applies OCR to supported scanned PDFs and images.
Document Classification
Classifies each document according to Befree’s agreed, approved document types.Classification determines which extraction fields and rules apply to the document.
Financial Data Extraction
Extracts approved data fields from supported document types using an AI/ML-assisted process.Extracts: salary, wages, interest income, dividend income, rental income, work-related deductions, tax offsets, tax credits.
Data Categorization and Mapping
Maps extracted information into the Befree-defined output template.Covers source document type, extracted field, and the relevant income or deduction category, applied via approved rules.
Review and Validation
Provides a review step for Befree’s internal staff to inspect extracted information before final use.Internal users review extracted data, view assigned categories, and confirm information before output generation.
Structured Output
Generates a structured, exportable output following the Befree-provided template.Delivered in Excel or an approved format, ready for use in the existing tax-preparation workflow.
→ Traceability is maintained throughout: every extracted value keeps a reference back to its source document, extracted field, and value for review purposes.
READY TO AUTOMATE YOUR ITR WORKFLOW?
Submit a document set, let AI-assisted OCR and extraction do the transcription, and review structured, traceable output before it moves into your existing tax-preparation workflow.
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