Document Management

Overview

A villa's compliance health depends on having the right documents (NIB, NPWP, IMB/PBG, DJP receipts, BPJS payment proofs) organized, accessible, and not expired. The document management module at Documents module centralizes all of this in one place, linked to your organization and properties.

Beyond simple storage, VillaTax applies OCR processing to supported document types, enabling text extraction for search and automated cross-validation against your declared tax data.

Supported Document Types

VillaTax organizes documents into named categories:

• NIB: Nomor Induk Berusaha (business registration number)
• NPWP: Tax registration certificate
• IMB/PBG: Building permit
• Kontrak: Lease or management agreement
• DJP: DJP receipts and official tax correspondence
• PBB receipt: Annual land and building tax payment proof
• OTA invoice: Platform invoice or settlement statement
• Expense invoice: Vendor or supplier invoices
• Acquisition deed: Property purchase or transfer documents
• PLN bill: Electricity invoice
• BPJS receipt: Social security payment confirmation
• Co-owner agreement: Joint ownership documentation
• Other: Free-form category for documents that don't fit standard types

Uploading Documents

Supported file formats: PDF, JPEG, PNG (up to 10 MB per file).

To upload, navigate to Documents module, click "Upload," and select:

1. The document type from the category list
2. The property it belongs to (or leave as organization-level)
3. An optional expiry date, used for proactive expiry alerts

Documents are stored securely under your organization's scope and are not accessible by other organizations or users without access.

OCR Processing

For the following document types, VillaTax runs OCR extraction automatically after upload:

• PBB receipts
• OTA invoices
• Expense invoices
• Acquisition deeds
• PLN bills
• BPJS receipts

OCR extracts amounts, dates, reference numbers, and NPWP/NIK where present. Extracted values are shown on the document detail page and can be used to cross-validate against your logged expenses, tax payments, and payroll records.

OCR extraction is best-effort, results depend on scan quality and document layout. Extracted values should be reviewed, not assumed correct without verification.

Expiry Tracking and Alerts

Documents with an expiry date are monitored continuously. The dashboard surfaces alerts when:

• A document has already expired (critical, flagged immediately)
• A document expires within 7 days (critical warning)
• A document expires within 30 days (warning)
• A document expires within 60 days (informational)

These alerts appear on the documents page and in the dashboard notification center. NIB, NPWP, IMB, and KITAS documents for foreign directors are the most common triggers.

Keeping expiry dates on your documents is optional but strongly recommended, expired business licenses or work permits carry compliance risk.

Document Detail Page

Each uploaded document has a detail page showing:

• Thumbnail preview of the first page
• Extracted OCR fields (if OCR was run)
• Upload date, uploaded by, expiry date
• Document type and linked property
• Download button for the original file
• Link to related compliance obligations

Organization and Property Scope

Documents are scoped to an organization. Within that organization, they can be linked to:

• A specific property (for documents that relate to one villa)
• The organization overall (for entity-level documents like NPWP and NIB)

The document list can be filtered by type, property, date range, and alert status.

What This Module Does Not Do

• It does not submit documents to DJP or BPJS systems on your behalf
• OCR extraction is not available for all document types, only the 6 listed above
• There is no version control, if you upload a new version of a document, it is a separate record (no automatic supersession of the prior version)
• Full-text search across extracted content is not yet available as a separate search interface; use the document list filters to find documents by type, property, and date

Integration with Other Modules

• DGT upload: Form DGT-1 and DGT-2 (for tax treaty benefit claims) are uploaded via the DGT upload route at /api/fiscal/dgt-upload, not through the general document module. Those files link specifically to the tax treaty workflow.
• Nominee resolution: Supporting documents for nominee/BO resolution (proof of beneficial ownership) are uploaded through the capital structure workflow, not the general document module.
• Compliance module: The compliance dashboard references document completion status for certain obligations. Having an NPWP document uploaded contributes to your compliance profile.

Getting Started

Navigate to Documents module and start uploading your organization's key documents. Prioritize NIB, NPWP, and IMB first, these are referenced by the compliance module and the tax engine for validation checks.