How Vylan checks each document
Uploads are read automatically and compared against what you asked for. Vylan tells you what it thinks it received and why — and you still make the call.
Reading documents uses your firm's AI allowance, so it is not literally every file forever. A firm on trial gets ten checks in total; a paid firm gets a monthly allowance that resets. When the allowance runs out the upload still arrives safely — it simply is not read, and you review it yourself.
The second a client uploads a file, Vylan reads it and compares it against the document you actually asked for. This takes a few seconds. Your client sees Checking your document… while it happens.
The check is advisory. The product says so on the screen: Suggestion only. You make the call. Vylan is telling you what it thinks it is looking at. It is not deciding for you, and you can overrule it on any document.
What it looks for
- Whether the file is the document type you requested, or something else entirely.
- Whether it is readable, or too blurry, dark, or cut off to use.
- Whether it covers the right year or period.
- Whether the name on the document matches the client you are collecting for.
- Whether it is a duplicate of something they already sent for this engagement.
What you see on the file
The result shows up on the document as a short status:
- Looks right: it read as the document you asked for.
- Low confidence: it is not sure. Worth your eyes.
- Wrong document: it read as something other than what you requested.
- Needs review: something is off and Vylan is handing it to you.
- Auto-rejected: it was sent back to the client automatically. See below.
- Not analyzed: the automatic read did not run. You can still review the file normally.
When there is a mismatch, it says so in plain terms rather than a score. Things like Expected T4, got T4A, or Expected 2024, but this reads 2023, or a note that the name on the document does not match the client.
Why it thinks so
Open the details and Vylan shows its work: what it read, the issuer, the year or period, the form, the amounts it found, and what else it considered the document might be. If you disagree, there is a button that says exactly what it does: AI was wrong, approve.
Sending bad uploads back automatically
In your settings there is a toggle called Auto-reject invalid uploads. When it is on, Vylan sends an upload straight back to the client if it is unreadable, incomplete, or not the document that was requested, and asks them to resubmit. When it is off, those land in your review queue instead and nothing goes back to the client until you say so.
The client's side of that is gentle. They see This file looks wrong, please try again with a nudge to take a fresh photo or send the correct document. When a file passes, they see Received, looks good! instead.
There is a second toggle, Auto-reject duplicates, for the specific case of a client sending an exact copy of something they already uploaded for that engagement. On, it bounces automatically. Off, it gets flagged for you.
Both of these are ON when your firm is created. That is deliberate: clients fix mistakes fastest while they are still sitting there with the document in hand. But it does mean Vylan is already sending bad uploads back to your clients on your behalf, without asking you first. If you would rather see everything before your client does, turn them off.
Chasing a missing page
A third toggle, Auto-ask for missing pages, handles the specific and very common case of a client photographing three pages of a four-page document. On, Vylan asks them for the missing page itself. Off, it is flagged for your review instead.
Unlike the other two, this one starts off. Turn it on if you want it.
There is a sensible limit built into this one, and it is worth knowing: if Vylan is not sure which page is missing, it always comes to you, never the client. It will not guess at your client.
Quebec slips
Include Quebec tax forms is on by default, and most firms should leave it alone. Turn it off only if your firm works entirely outside Quebec: the Quebec-only slips, the RL-1, the RL-3 and so on, then disappear from every client checklist.
Left on, it is smarter than it sounds. Those slips still drop off automatically for any client whose province is set outside Quebec, so a firm serving both sides of a border does not have to think about it.
There is a monthly limit
AI checks are capped per month. Your settings page shows where you stand and whether checks are Active or Paused, along with a count of how many you have used and when it resets.
If you reach the limit, checks pause until the reset. Nothing else breaks: your clients can still upload exactly as before, and you review documents by hand in the meantime. Firms on a trial get a set number of free checks rather than a monthly allowance.