What is SaldeoSMART?

SaldeoSMART is a communication program between an accounting office and its clients. It is software that supports the work of not only accountants but also businesses. It includes features that automate and speed up work in a company.

Your accounting office has purchased this program to better serve its clients and communicate with them efficiently. Now, it is making it available to you so you can flexibly use the essential features needed for any business.

What is SMARTduet?

SMARTduet is a higher level of cooperation with your accounting office, offered to you by your accountant. It is entirely voluntary and involves a self-service credit system—an internal billing unit within SaldeoSMART.

You top up your account with your own credits and use them for features that automate administrative and financial processes without needing to contact the accounting office or settle the cost of the credits used.

SMARTduet applies to accounts of accounting office clients and does not apply to corporate accounts (businesses that use SaldeoSMART independently, without cooperation with an accounting office).

What are credits, and how can they be used?

Credits are a billing unit in SaldeoSMART that allows access to advanced features, such as artificial intelligence (AI). With credits, you will have access to the following functions:

 

How to Join SMARTduet?

To join the program, log in to SaldeoSMART and select the SMARTduet icon located in the top menu bar.

If you do not see the SMARTduet icon, contact your accounting office. The absence of the icon means that your office has not yet joined the client collaboration program or is on a plan that does not allow participation in SMARTduet.

After clicking SMARTduet, you will be redirected to a dashboard where you can:

• Review information about the SMARTduet program,

• Read the terms and conditions,

• Try a free trial version of credits,

• Purchase a credit package.

These options are available to the SaldeoSMART administrator in your company.

Below the information about available features, on a blue background, you will find the "Try SMARTduet" option:

After clicking, you will be able to specify your needs regarding issuing invoices and adding expense invoices to SaldeoSMART. Based on this, we will tailor a pricing package to suit your requirements.

How does the slider work?

Set the number of invoices you want to process automatically.

To customize SaldeoSMART to your needs, adjust the slider and specify how many invoices per month you want to settle automatically:

If you issue invoices directly in SaldeoSMART, the system will automatically match them with corresponding bank transactions. Generating invoices in SaldeoSMART is free of charge.

If your invoices are issued outside SaldeoSMART, please provide an estimated number of invoices you plan to import into the system each month. This will help us better tailor the solution to your needs.

How to Activate a Package

To start using a package, simply click "Try" or "Select"—depending on which package you choose.

Available Features in SMARTduet

By opting for self-service credit purchases, you automatically gain access to the following functions:

• Invoice scanning & reading – Extract data from invoices automatically.

• Bank statement processing – Read and reconcile bank transactions.

• Automatic bank integration – Fetch transactions and check account balances seamlessly.

• Download invoices from KSeF – Retrieve e-invoices directly from National e-Invoicing System.

The above features will remain available as long as you continue using self-service credit purchases.

Bonus: Automatic Access to Sales Invoices

You’ll also gain instant access to the sales invoice module (if your accounting office hadn’t enabled it for you before).

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Try Before You Buy – Free Demo

Before committing to a credit package, test-drive SMARTduet with a one-time trial plan. Experience how you can independently use features previously managed mostly by your accounting firm.

• Test package validity: 10 days

• Included credits: 50 credits

How to start?
Click "Try" on the "Test" tile to activate your demo.

Next Steps: Order Summary & Trial Activation

You'll be redirected to the order summary – Select "Buy Now" to proceed

Before starting your trial, you must: Review and accept the Terms & Conditions (displayed on the next screen).

Important:

• The trial begins only after acceptance.

• Your 10-day demo (50 credits) activates immediately upon confirmation.

How to Purchase Credits?

After using your test package, you can:

1. Choose the suggested pricing package (Optimal Plan) based on your usage, or

2. Select a custom plan by specifying your desired number of credits.

Available Billing Options:

• Monthly plan (flexible, recurring payments)

• Annual plan (long-term, cost-effective)

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Credit Management Panel

In the panel, you’ll have access to 3 main sections:

1. Your Package

• Summary of your current plan, including:

  • Validity period

  • Pricing details

• Actions you can take:

  • 📌 Purchase a new package

  • 📌 Upgrade your current package mid-term

    • You’ll only pay the price difference between the new and old package.

    • You’ll receive additional credits (the difference between the new and old credit amounts).

    • The upgrade does not extend your plan’s expiration date.

2. Available credit facilities

• Displays:

  • 🔢 Available credit facilities (with a usage tracker)

• History logs:

  • 📊 Credit usage history

  • 📄 Billing & invoice records

3. Documents

• 📑 Service Terms & Conditions (Regulations of the service avaliable in the saldeosmart client account)

• 🔏 Privacy Policy (Informational Clause)

Credit Usage History Report

This report provides a detailed breakdown of how your credits are being consumed across different functions:

Tracked Operations Include:

• Document OCR processing (scanning/reading invoices, receipts)

• Bank transaction processing (statement reconciliation)

• KSeF operations (fetching e-invoices from National System)

Report Contains:

Field	Description
Operation Type	e.g., "Invoice OCR," "Bank Transaction," "KSeF Download"
Document/Account	Name of the processed file or bank account
Operation Count	Number of actions performed (e.g., 5 invoices scanned)
Credits Used	Credits deducted for the operation
Assigned Month	Month to which documents/transactions were posted
User	Who performed the operation (accountant, admin, etc.)
Processing Date	When the action was initiated (e.g., "2023-11-15 14:30")

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Important Limitations:

• ❌ No Excel Export – The report is view-only within SaldeoSMART.

• 🔍 Filtering Options – Narrow down data by date range, operation type, or user.

History of settlements and invoices

This tabular report allows you to verify all financial transactions related to your credit packages within a selected time period.

Key Data Included:

Field	Description
Date of purchase	When the package was bought or upgraded
Validity of the package	Expiration date of the package
Plan	Monthly or Annual billing cycle
Package	Total credits included in the package
Type of transaction	Purchase (new package) or Upgrade (mid-term increase)
Gross amount	Transaction value
Currency	e.g., PLN
Sume of use credits	Sum of consumed credits during the billing period
Invoice	Link to download the invoice (if applicable)

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Important Notes:

• 🔍 Filterable by date range, transaction type, or plan.

• ❌ No Excel Export – Data is only viewable within SaldeoSMART.

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Why It’s Useful:

• ✅ Financial control – Track expenses and credit utilization.

• 📅 Renewal planning – Monitor package expiration dates.

• 💳 Audit compliance – Access invoices for accounting purposes.

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Next Steps:
Explore practical examples of how SaldeoSMART automates your workflows in the following sections of this guide.

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Logging into SaldeoSMART

To access the system, follow these steps:

1. Access the Login Page

• Go to: https://saldeo.brainshare.pl
  or

• Use the login panel on your accounting firm’s website (if enabled).

2. Enter Your 

• Login: Use the username sent to your email.

• Password: Enter the password set via the activation link (also emailed).
  (Can’t remember your password? Click "Forgot Password" to reset.)

3. Click "Log In"

• After successful login, you’ll enter your SaldeoSMART dashboard.

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Help Resources

Every user has instant access to:

• 📚 Help Center (click the "?" icon) for:

  • User manuals

  • FAQ

  • Webinar recordings

SaldeoSMART Configuration 

Before using the application, verify your account settings to ensure correct invoicing and payment processing. Incorrect data may appear on issued documents.

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Account Settings

Path: Top menu → "Settings" → "Accounts"

A. Company Data

• Verify/update:

  • Company name, address, tax ID, etc.

  • Bank account numbers (click "+ Add another" for multiple accounts).

  • check if: 

    • Increased automation of accounts - settle the transactions immediately
      after their read-out from the statement or download from the bank.
    • Intended only for read-out of bank statements 

B. User Settings (Admin Only)

• Editable fields:

  • Name, email, notification preferences.

  • App language (German, English, Korean, Ukrainian).

• Module Access:

  • View which modules the admin user can access.

C. Two-Factor Authentication (2FA)

• Admin-only setting to enforce 2FA for all users.

• Users must enter a code (sent via email/mobile app) after password login.

D. Password Change

• Enter old password + set a new one.

E. Email PIN for Document Uploads

• Set a 4+ digit/letter PIN to securely email documents to SaldeoSMART without logging in.

• Whitelist emails: Bypass PIN for trusted senders.

F. Payment Reminders

• Enable/disable email alerts for:

  • Tax/ZUS payment deadlines (sent 1 day before and on the due date).

• Toggle with "Turn Off" (reversible).

G. Mobile App Settings

• Set a 6+ digit passcode for mobile app access (functions like a password).

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Bank Integration Setup

Enable direct bank integration to automatically import transactions into SaldeoSMART—no manual PDF uploads or banking logins required.

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KSeF settings

• Enter your KSeF token to connect with Poland’s National e-Invoicing System.

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Invoice Settings

1. Invoice Numbering

• Choose a numbering format:

• Set starting number:

  • Example: If your last invoice was 2/07/2023, enter 3 as the next number.

  • ⚠️ Custom numbering disables suffixes.

2. Invoice Details

• Adjust layout:

  • Top margin 

  • Custom footer text

• Default options:

  • Cash/accrual method, VAT margin, non-VAT invoices.

  • Toggle "Invoices calculated from gross" as default.

• Quick Payment Link:

  • Enable Autopay (ex-BlueMedia) for instant payments via invoice PDF.

3. Template & Logo

 

• Select from 4 templates (preview before saving).

  • ⚠️ New templates apply only to future invoices.

  • To update old invoices:

    1. Edit the invoice (if month is not closed by your accountant).

    2. Click "Save" → "No" when prompted to keep changes.

    3. Re-print with the new template.

• Logo:

  • Upload (max 240×88 px; JPG/PNG/GIF).

  • Excluded in Template #1 (far left option).

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User Management in SaldeoSMART

Your company can create multiple user accounts with customized access permissions.

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How to Add a New User

1. Go to: Users → "+Add"

2. Fill in the form:

   • Basic Info: Name, surname, login, email.

   • Language: Choose the interface language (e.g., Polish, English).

3. Set Permissions:

   • Select modules/functions the user can access.

   • Optional: Copy permissions from an existing user.

4. Click "Add" → The user appears in the list.

Admins can:

• Edit/block users individually.

• Perform batch actions (e.g., mass permission updates).

• Filter users by role/access.

•  

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SaldeoSMART Navigation Menu

Here's a structured overview of the SaldeoSMART left-side menu options in a clear markdown table format:

Menu Option	Sub-options & Functionality
+ Add
Home	Application homepage
Business Partners	Manage contractor list with: • Details view • Editing capabilities
Goods	• Product List (with GTU codes) • Editable units of measure
Invoices	• Master Invoice List (grouped by month) • Final invoices • Advance invoices • Corrections • Advance invoice corrections • Proformas • Recurring invoices • Invoice comments • Advanced search (by number, description, contractor, dates)
Cash Register	• KP/KW documents (Receipts/Payments) • Cash reports (download/details) • Document search
Documents	• All documents (by month/year) • My documents • Advanced bill search
HR	• Employee list • HR documents
Summary	• Current YTD P&L and VAT difference • Accounting summaries (by month, maintained by Accounting Office)
Statements	• Bank statements list (manual + integrated) • Transaction list • Account balances (requires bank integration)

Key Features:

• All financial documents organized chronologically

• Full document lifecycle management (create/edit/delete/duplicate)

• Advanced search capabilities across all modules

• Financial summaries and reporting tools

• Bank integration for automatic transaction processing

This structure provides quick access to all accounting functions while maintaining clear separation between different document types and processes.

On the application's main page, you will find handy information that will quickly direct you to the part of SaldeoSMART you want to use at the moment.

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Home page

On this page, in the Accounting section, you have access to the contact details of your accounting office.

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Business partners

Adding a business partners before issuing an Invoice

To add a new business partner to the application's registry, select + Add → Business partner in the main menu.

An entry form for a new business partners will appear in the application window. Fields marked with an asterisk (*) are mandatory.

• Download Data from GUS (National Court Register):

SaldeoSMART allows you to fetch contractor data from the GUS (Central Statistical Office) database. To retrieve the relevant information, simply enter the NIP (Tax Identification Number) and click the "Pobierz dane z GUS" (Download Data from GUS) button located just below. This eliminates the need to manually fill in all the fields.

• Download Data from VIES (EU VAT System):

For foreign contractors, data can be retrieved from the VIES system (the European Union’s VAT validation tool), which aggregates information from national VAT databases of EU member states.

If the EU VAT number is valid (a correct response from VIES), it confirms that the company is an active EU VAT taxpayer. If the VIES response is invalid, it is recommended to contact the contractor directly to clarify the issue.

• Check the status related to Vat (Polish White List):

When receiving an invoice from a contractor, a company is legally required to verify whether the contractor was an active VAT taxpayer on the invoice issuance date. Manually checking this for multiple invoices can be time-consuming, which is why SaldeoSMART includes a built-in VAT status check feature.

This function allows you to verify if a given contractor is listed as an active VAT taxpayer in the Polish Ministry of Finance’s database (White List) without having to visit the official website each time.

Summary:

• VIES check works for EU VAT numbers (foreign contractors).

• VAT status check (White List) applies only to Polish NIP numbers.

Business partners List

The Contractor List contains a registry of all contractors added by the user, categorized as either customers or suppliers.

To access it, select "Kontrahenci" (Contractors) in the application's main menu.

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Business partners list 

The list includes a search function, allowing you to filter by:

• Name

• NIP (Tax ID)

• Address

• Email

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Actions from the list:

1. Check VAT status – Verify the tax status of selected contractors.

2. Export to .CSV –

   • Click the export button to generate a .CSV file (compatible with Excel).

   • The file mirrors the contractor list as displayed in the system.

   • A download link is automatically sent to the user’s email.

3. Add a business partner –

   • Fill in the required details in the form to save a new contractor in the system.

4. Edit details –

   • Click on a contractor’s name to open their profile.

   • Modify basic/contact details, payment terms, or bank accounts.

5. Verify Contractor Type –

   • K (Customer) – A contractor you issue invoices/bills to.

   • D (Supplier) – A contractor you receive expense invoices from.

   • To issue an invoice, the contractor must be marked as a Customer.

6. Add Additional Email Addresses –

   • Extra emails can be added for payment, invoice, and document notifications.

7. Delete a Contractor –

   • Click the three-dot menu (⋮) → Trash icon to remove a contractor.

   • A confirmation pop-up will appear.

   • Note: A contractor can only be deleted if they have no linked documents.

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Goods

Adding a new goods

To add a new product/service to the application:

1. Go to the main menu → click +Add → Goods.

The goods database is used when issuing invoices/receipts, allowing you to quickly select items during document creation.
Note: You can also add a product directly while creating an invoice or receipt.

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List

To view all saved products/services, select Goods in the main menu.

The list displays:

• Product code

• Name

• Unit of measure

• PKWiU classification (Polish statistical goods classification)

• Unit price

• VAT rate

• Product group

• Purpose

• Available actions

Search Functionality 

Filter products by:

• Name

• PKWiU number

• Unit price

Actions Available from the Product List:

1. View Supplier Codes  – If supplier information was entered in the product details.

2. Edit Product  – Modify any data (e.g., price updates).

3. Delete Product  – Remove discontinued items (only possible if unused in documents).

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Invoices

Summary list of invoices

Adding a New Invoice: VAT or Non-VAT

SaldeoSMART allows you to issue:

• VAT invoices (standard)

• Non-VAT payer (without a VAT column)

• "From gross" invoices (enable the checkbox in the invoice header)

Two ways to issue invoices:

1. Add a single invoice manually.

2. Bulk import invoices from an Excel file.

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Adding a Single Invoice

To create a new sales invoice:

1. In the main menu (left side), select +Add → VAT Invoice.

A new invoice form will open for data entry.

1. Invoice Description

This section is for your internal use only. You can:

• Add a custom description for easier search (e.g., "Invoice for Meblomix: computer equipment delivery").

• Select GTU codes (Goods Taxonomy Codes) related to the invoice.

  • Click the help icon (?) for detailed code explanations.

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2. Invoice Header

Key options in this section:

• Invoice type:

  • Non-VAT / VAT

  • "From gross" calculation (checkbox)

  • Cash accounting / VAT margin / Split Payment

• Dates:

  • Issue date

  • Delivery/service date (or date range)

• Automatic numbering:

  • Numbers are auto-generated based on your numbering scheme.

  • For custom numbering, the system suggests the last used number.

• Buyer selection:

  • Choose from your contractor list.

  • If empty, click "+Add" to create a new contractor (saved for future invoices).

  • Search by typing the first letters of the contractor’s name.

  • For a different recipient than the buyer, check "Other recipient" and enter details.

• Currency: Supports foreign currency invoices.

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3. Invoice Items

To add products/services:

1. Fill in the "Invoice Items" table.

2. The list is empty initially—each new item is saved for future autocomplete.

3. Click "Add to invoice" to include the item in the summary table.

4. Edit/remove items anytime using the icons on the right.

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4. Payment

Configure payment terms:

• Total amount: Calculated automatically.

• Payment method: Cash, card, transfer, compensation, prepayment, COD.

• Bank account: Select from predefined accounts (set in system settings).

• Recurring invoices: Set a cycle (requires approval in the Recurring Invoices list).

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5. Additional Notes

 

• Add transaction details or internal comments.

• Assign the invoice issuer (your team member).

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6. Saving & Sending

• "Issue the invoice": Saves the invoice.

• "Issue and send to business partner"

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7. Post-Save: Invoice List

After saving:

• You’re redirected to the Invoice List.

• Filter by month/year → Click "Show".

• New invoices appear at the bottom (sorted by number).

Bulk Invoice Import from Excel

To import multiple invoices at once:

1. Go to the invoice section:

   • Navigate to Invoices → Collective Invoice List.

2. Start the import:

   • Click the "Import" button (located on the right side of the screen).

3. Prepare your Excel file:

   • Ensure the file follows SaldeoSMART’s template (columns must match required fields like buyer data, items, VAT rates, etc.).

4. Upload and validate:

   • Select the file and confirm the import.

   • The system will check for errors (e.g., missing NIP, incorrect totals).

Recurring Invoices in SaldeoSMART

SaldeoSMART allows you to automate recurring invoices using predefined templates, saving time for regular billing (e.g., subscriptions, rent, or service contracts).

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How to Set Up a Recurring Invoice Template

1. While creating a standard VAT invoice, scroll to the "Buyer" section.

2. Locate the "Cyclical Invoice" option and:

   • Set the frequency (e.g., monthly, quarterly).

3. Save the invoice:

   • The system creates a template and displays a confirmation:
     "Invoice added successfully. Recurring template created."

   • Before each issuance, you’ll receive an email reminder for approval.

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Managing Recurring Invoice Templates

• Access all templates via:
  Main Menu → Invoices → List of cyclical invoices

• From here, you can:

  • Edit templates (update amounts, items, or frequency).

  • Pause/Resume automatic generation.

  • Delete unused templates.

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 List of invoices

To access your invoices in SaldeoSMART:

1. Go to the Main Menu → Invoices →  List of Invoice

Key Features of the Invoice List

• Comprehensive overview: Displays all sales invoices issued through the application.

• Date filtering: Select a specific time period at the top of the list to narrow down results.

Summary 

• Located in the upper-left corner of the page.

• Displays:

  • Selected invoices (Sum of checked): Total value of manually highlighted invoices.

  • All invoices (Sum): Aggregate value of all invoices in the filtered period.
    

Invoice List Filters

On the left side of the invoice list, above the table, you’ll find dynamic filters that update automatically.

Bulk Operations on Invoices

When you select one or multiple invoices in the list, the following bulk actions become available:

Main Bulk Actions

1. Download – Export selected invoices as:

   

2. Collective changes – Apply to all selected invoices:

   

3. Issue Similar – Generate new invoices with the same properties as selected ones.

4. Send to KSeF – Submit invoices to National e-Invoice System.

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Additional Options (Top-Right of Invoice List)

• Import – Bulk import invoices from Excel (only for standard VAT)

• +Add – Hover to choose invoice type:

  • VAT Invoice

  • Advance Invoice

  • Proforma Invoice

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Single Invoice Actions

From the invoice list, you can:

• View details – Click the invoice number to see full details.

• Check description – Hover over the speech bubble icon to preview the internal note.

• Open contractor details – Click the buyer’s name in the "Nabywca" column.

• Register payment – Click "Pay" to:

  • Enter the amount (full/partial).

  • Set a payment date.

  • Optionally send a thank-you note.

  • Confirmed payments show a green checkmark.

• Create a correction/duplicate – Click the "+" icon in the "Wystaw" column.

• Email the invoice – Click the envelope icon.

• Send a payment reminder – Click the bell icon.

• Issue a payment demand – Click the exclamation mark icon.

• Print – Click the download icon in the "Actions" column.

• Edit – Modify invoice details or add new items.

• Delete – Click the trash icon (requires confirmation).

• Generate KSeF XML – Click the ellipsis (⋯) for e-invoice export.

• KSeF Status – In the KSeF column:

  • Send a single invoice to KSeF.

  • Verify the status of already submitted invoices.

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Email Communication in SaldeoSMART

SaldeoSMART streamlines invoice-related communication by:

Sending Emails Directly from the System

• • Notify contractors about:

    • New invoices

    • Payment reminders

    • Payment demands

  • All sent emails are automatically logged.

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Printing Invoices in English or German

SaldeoSMART allows you to generate invoices in English (EN) or German (DE) for international contractors.

How to Print a Multilingual Invoice

1. Issue a standard VAT invoice (in Polish) as usual.

2. From the invoice list, click the invoice number to open its details.

3. Below the invoice summary, click the "Print" button.

4. Select your language option:

   • PL (Polish – default)

   • EN (English)

   • DE (German)

5. The system generates a PDF in the chosen language, ready for print or email.

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Deleting an invoice

An invoice can be deleted until the accounting office closes the given month. However, this operation affects the numbering of the next added invoice in different ways. Deleting an invoice is an irreversible operation.

Deleted invoices are only visible to the accounting office on the list of deleted invoices.

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Corrective Invoices

For invoices added to the SaldeoSMART system, corrective invoices can be issued. The following details on invoice items can be corrected:

• Name of the product/service

• PKWiU (Polish Classification of Goods and Services)

• Quantity

• Unit

• Discount (if applicable)

• VAT rate

• Price

Payment-related data (e.g., payment method) can also be adjusted. However, certain details cannot be corrected, such as:

• Contractor (customer/supplier) details

• Dates (delivery date, issue date – for the original document)

• Currency exchange rate

How to Issue a Corrective Invoice

To issue a corrective invoice for an existing invoice in the system:

1. Go to the invoice list and locate the invoice to be corrected.

2. In the Issue column, click the plus icon (+).

3. Select Adjustment

The system will then generate a corrective invoice based on the original document.

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List of correcting invoices

The Corrections List provides a summary of all corrective invoices issued in the application.

From this list, you can perform the same actions as available in the standard invoices list,

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Advance payment invoices

Issuing a New Advance Invoice

To issue a new advance invoice, follow these steps:

1. Go to the main menu.

2. Click "+ Add" (+ Dodaj).

3. Select "Advance payment Invoice"

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Advance Invoices List

To view the Advance payment Invoices list, follow these steps:

1. Go to the main menu.

2. Select Invoices  → Advance List 

 

You can perform the same actions as in the standard invoices list.

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Advance Payment Corrections

Corrective invoices can be issued for advance payments in the following cases:

1. Single advance invoice – A correction can be issued if only one advance invoice exists.

2. Chain of advance invoices – Corrections are also possible when multiple advance invoices form a sequential chain.

What can be corrected?

Depending on the situation, the following elements may be adjusted:

• Amount (total value)

• Item details (goods/services, quantities, prices)

• VAT amount (tax rate or value)

• Payment terms

• Additional notes

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Proforma Invoices

Adding a new proforma invoice

To issue a new proforma invoice, select + Add → Proforma Invoice in the main menu:

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Proforma Invoice List

To view the Proforma Invoice List, go to the main menu and select Invoices → List of proforma.

The Proforma Invoice List provides a summary of all proforma invoices issued in the application.

You can perform the same actions on the proforma list as on the regular invoice list.

 

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Invoice Search

The advanced search feature is available in the main menu under: Invoices/Bills → Search.

You can search invoices using available filters and then click "Show". The system will then display a list of sales documents that match the selected criteria.

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Adding Documents

To add a new document, select + Add → Document in the left-hand menu.

Choose between single or batch upload.

System limit: Up to 400 pages per scan/upload.

Adding Documents – Step by Step

1. Select Period & Document Type

   • Choose the month and year for document assignment.

   • Specify the document type:
     ▪ Sales document
     ▪ Internal document
     ▪ Expense invoice
     ▪ Goods/materials

2. Upload Files

   • Add files to the upload queue.

   • Click "Send" when ready.

   • To remove a file before sending, click "Remove from queue" on the right.

3. Multi-Select Tip

   • Hold the Ctrl key while selecting files to upload multiple documents simultaneously.

4. View Uploaded Documents

   • Go to the Documents List to see added files.

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Adding Documents via Email

You can add documents to SaldeoSMART without logging into the application. The system includes a feature that allows you to upload documents to your archive by email – for example, directly from a scanner or from the inbox where you receive invoices.

 

How to add a document by email?

1. Send the file to a dedicated email address linked to your SaldeoSMART account.

2. The system will automatically process the attachment and add it to the appropriate location in your archive.

3. The document will appear in your files list – you can find and assign it to a transaction later.

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List of documents

1. Accessing the Document List

   • In the main menu, select Documents to view your document list.

2. Document List Overview

   • The list displays all documents added to the application.

3. View a document:

   • Select the month and year it was added.

   • Click the "Show" button  to display results.

Document List Filters

The document list includes filters that allow you to browse documents based on different criteria tj. type, bisiness partner, payment period, dimensions etc

Document List - Available Operations

The document list provides several options for managing documents. Here you can:

Document Actions:

1. Payment – Change the status of selected documents to "paid."

2. Dowload – Download files in Excel, ZIP, or PDF format.

3. Read– Read multiple documents at once using a selected splitting policy 

4. Generate Transfers ( – Create bulk electronic transfers (requires admin permissions).

5. Check in MF  - Verify the VAT status of a contractor.

6. Summary  – View the total net value, VAT amount, and payable sum of selected documents or all documents.

  7. Add New Document(s) – Upload additional files directly from the list.

Individual Document Actions

From the document list, you can also:

• Preview & Edit  – Click the document name to open and modify it.

• View Contractor Details – Click the abbreviated contractor name to see their information.

• Mark as Paid – Update payment status individually.

• Download File  – Save the document locally.

• Delete Document  – Available under the three-dot menu (Actions) if the document has not been processed yet.

Document Preview

To view a document stored in the archive without downloading it, simply click its number. The system will automatically display a preview.

• Left panel: Contains a table with the document’s metadata.

• Right panel: Shows the document preview (for multi-page files, only the first 5 pages are displayed).

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Editing Document Details

In the preview mode, you can update the following information:

1. Basic Data

• Comment

• Payment status

• Document type

• Date of crediting

2. Header Section

• Document number

• Issue and delivery dates

• Due date

• Mark as a adjustment

• Indicate cash method or split payment

3. Business partner

• Company name

• Bank account

4. Summary Section

• Currency

• Net and VAT amounts

5. Adding Partial Payments

To record a partial payment:

1. Click the triangle icon (▼) on the right side of the summary section.

2. Select "+Add".

1. In the "Add Payment" pop-up:

   • Enter the deposit amount.

   • Select thedeposit date.

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Document Search

To simplify and speed up finding the right documents, we've created an advanced search tool accessible from the main menu:

Documents → Search for

How to Search?

1. Enter any search criteria 

2. Click "Show" to display results.

3. The system will generate a list of documents matching your selected parameters.

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Bank Statements

To ensure smooth processing of your bank statements in SaldeoSMART, please verify the following requirements:

✅ Accepted Statements:

• Format: PDF (electronic statements downloaded directly from your bank).

• Scope: Must cover a single bank account (no multi-account statements).

• Supported Banks: Check if your bank is on the [list of supported banks].

❌ Unsupported Formats:

• Scanned statements (image-based PDFs).

• CSV, XLS, MT940 files.

• Bulk statements (multiple accounts or multiple statements in one file).

⚠️ Important Checks Before Uploading:

1. Ensure the bank account number from the statement is registered in SaldeoSMART.

2. If a statement fails to process, its format may not yet be supported—contact support for assistance.

How to Add a Bank Statement

Before adding, ensure your statement meets all requirements (electronic PDF format, single account, supported bank).

Two Ways to Upload:

1. Using Side Menu

• • Click +Add → Bank Statement

2. From Statements Section

• • Navigate to Statements →  List of statements

Select:
▪ Accounting period (month/year)
▪ Auto-read option (if immediate processing is needed)

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Key Limitations

• 🚫 Email uploads don't work for bank statements

• Only direct bank-exported PDFs are accepted

• Verify the account exists in SaldeoSMART configuration

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Viewing Processed Transactions

After reading a bank statement you can go to list of transactions:

Transaction Details Available:

• Payment date

• Payment description

• Business partner (auto-filled if in SaldeoSMART database; otherwise, editable manually)

• Transaction type

• Amount

• Connected document

• Amount after settlement

• Status of settlement

• Settlement (option to link transactions to documents/invoices)

Advanced Features:

1. Filters

   1. Use the search filters above the list to find transactions by specific criteria.

2. Bank Integration

   • If connected to your bank, manually fetch transactions directly from the account.

3. Bulk Actions

   • Auto-Match: SaldeoSMART suggests the best-matching documents/invoices (status appears in the Settlement column).

   • Instant Settlement: Enable automatic settlement right after importing transactions.

   • 

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Tasks Module 

Access & Purpose

• Availability depends on your accounting firm’s collaboration model (your office must enable access).

• Primary function: Facilitate communication between your company and the accounting office via:

  "Question to accountant" tasks.

Key Features

1. Task Types

   • Predefined categories (e.g., document clarification, VAT inquiries).

2. Two-Way Communication

   • Attach files (invoices, contracts) directly to tasks.

3. Status Tracking

   • Monitor progress (Open / In Progress / Resolved).

How to Start?

• Contact your accounting office to activate the module and set permissions.

Adding a Task in SaldeoSMART

Where to Create a "Question for the Accountant" Task?

You can initiate a task in three locations:

1. Side Menu Shortcut

   • Click +Add → Task in the left-hand navigation panel.

2. + Add task to the list of task

3. While editing any document 

Task Creation Form

When adding a task, the following fields appear:

Required Fields (marked with an asterisk):

• Task Type: Select ""Question to accountant" or other options.

• Subject: Brief title summarizing your query.

• Priority: Choose from Low/Medium/High.

Optional Fields:

• Description: Provide detailed context.

• Attachment: Upload supporting files (e.g., invoices, scans).

Why It Matters

• Ensures critical details are captured upfront.

• Attachments eliminate back-and-forth emails (e.g., attach the disputed invoice).

Task List 

The Task List in SaldeoSMART displays:

• Questions from your accounting firm to your company

• Questions from your company to the accounting team

Default View & Sorting

• Shows all tasks, with the newest at the top.

• Sort tasks (ascending/descending) by clicking ▲/▼ in column headers (e.g., date, priority, status).

Filtering Options

Refine the list using filters such as:

• Status (Open / In Progress / Resolved)

• Priority (Low / Medium / High)

• Task Type (e.g., "Question for Accountant")

• Date completion, creation, modification

• Responsible Person

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HR Module

Adding a New Employee

Step-by-Step Guide

1. Access the Employee Form

   • Go to the Main Menu → Click +Add → Select Employee (left-side menu).

2. Complete the Employee Details
   Fill in the following fields:

   • Personal Information:

     • First & last name

     • Date of birth (select from calendar icon 📅)

     • NIP, PESEL, ID number

     • Address, email, phone

   • Bank & Family Details:

     • Bank account number

     • Parents' names (optional)

   • Employment Data:

     • Start date

     • Medical checkup expiry date

     • BHP training expiry date

     • Company branch

   • Additional Notes (optional)

3. Save the Employee Record

   • Click "Add" at the bottom of the form.

   • You’ll be redirected to the Employee List automatically.

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Employee List 

1. Accessing the Employee List

• Navigate to: Main Menu → HR →  List of employees

2. Filtering & Search Options

• Use the filter panel (1) to search by:

  • Name/surname

  • NIP/PESEL

  • Address

  • Contract type

  • Company branch

  • Status (Active, Inactive, or All)

• Click "Filter" to apply criteria.

3. Employee Data Structure

• Alphabetical order by surname (active employees first).

• Key visible fields:

  • Date of birth

  • NIP/PESEL

  • Address, email, phone

  • Contract type

  • Employment start date

  • Medical/BHP expiry dates

  • Company branch

  • Additional notes

4. Bulk Actions

• Import Employees: Download the Excel template for bulk uploads.

• Add Single Employee: Click "+Add" on the right.

5. Individual Employee Actions

• Show Details: View full employee profile.

• Add HR Document: Upload 1–50 files (e.g., personnel files A/B/C/D).

• Edit Employee: Modify personal/employment data.

• Add Contract: Specify contract type, position, and end date.

• Status: Activate/deactivate employees (reversible).

6. Quick Access to HR Documents

• Click an employee’s name to jump to their HR documents list.

Key Notes

🔸 Deactivated employees appear at the bottom of the list.

🔸 Use column sorting (click headers) for better organization.

🔸 Missing data? Red flags highlight expired medical/BHP certifications.

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HR Documents

1. Adding HR Documents

Access:

• Main Menu → +Add → HR document

Two Types of Documents:

1. Company-Wide Documents (e.g., policies, regulations)

   • Select month/year for filing.

   • Leave the employee field as "Not applicable".

   • Upload the file → Click "Send".

   • Cancel uploads with "Remove from queue".

1. Employee-Specific Documents (e.g., contracts, medical exams)

   • Select month/year and choose the employee.

   • Assign to personnel files: Part A/B/C/D/E.

   • Upload file  → Click "Send".

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2. HR Documents List

Access:

• Main Menu → HR → HR Documents

Features:

• Filters - search by:

  • Employee name

  • Month/year

  • Document type/number/description

  • Date range

• Download ZIP- export selected documents.

• "+Add" - Upload new documents.

Document Details:

• Click the filename to:

  • Edit metadata (e.g., assign to different personnel file parts).

  • Preview (PDF/JPG/PNG).

  • Download or return to the list.

• Actions Column:

  • Edit: Modify document details.

  • Delete: Remove after confirmation.

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Cash Register Module

The Cash Register module in SaldeoSMART includes three main sections for managing cash transactions:

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1. List of cash register/cash register disbursement

• Function:

  • View, edit, delete, or print cash receipts (KP) and cash disbursement (KW).

  • Organized by month/year for easy tracking.

• Actions:

  • Edit: Correct transaction details.

  • Delete: Remove entries (with confirmation).

  • Print: Generate physical/digital copies.

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2. Cash Reports

• Features:

  • Summary of all cash operations (income/expenses).

  • Export: Download reports (Excel/PDF) for accounting or audits.

  • Details: Click to view transaction specifics.

  • Delete: Remove outdated reports (if permitted).

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3. Advanced Cash Document Search

• Search Criteria:

  • Filter by date range, amount, contractor, or document type.

  • Use keywords for quick lookup (e.g., invoice numbers).

• Results:

  • Displays matching KP/KW documents with action options.

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Cash Register Module - Complete Guide

1. Cash Receipts/Disbursement Documents List

• Add new documents: Click [+ADD] button to create new cash receipts (KP) or disbursement (KW)

• Document creation process:

  1. Fill in all required fields

  2. Click "Add" in bottom right corner

  3. Access new document by clicking its number in the list

• Document preview options:

  • Download as PDF

  • Edit document (note: Document Type, Issue Date and KP/KW number cannot be edited)

  • Delete document (grayed out if included in cash report)

• List filtering options:

  • By month/year of creation

  • Document type (All/KP/KW)

  • Currency

  • Added by (All/Office/Company)

  • Contractor

  • Amount range

  • Cash report number

• Bulk actions:

  • Generate Cash Report

  • Export selected documents to:

    • Excel

    • PDF

    • ZIP

2. Cash Reports

• Report filtering:

  • By month/year of creation

  • Currency

  • Added by (All/Office/Company)

• Report actions:

  • Download report

  • View details

  • Delete report (disabled when:

    • Report is in closed period

    • Not the last report for given currency)

3. Cash Documents Search

• Search criteria:

  • Document number

  • Type (All/KP/KW)

  • Contractor

  • Subject

  • Date added range

  • Issue date range

  • Amount range

• Search results actions:

  • Download single document as PDF

  • Bulk export to Excel/PDF/ZIP

  • View document details by clicking number

Important Notes:

1. Single cash register per currency:

   • Only one cash register is maintained per currency

   • All users with cash module access can use it

2. Initial cash balance setup:

   • First create initial cash document via [+Add]

   • Then generate cash report

   • Enter starting balance in dedicated field

3. Editing restrictions:

   • Documents included in reports cannot be edited/deleted

   • Certain fields are permanently non-editable

4. Multi-currency support:

   • Separate cash registers for different currencies

   • Unified access for authorized users

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Summary

Current Summary

The current summary is for informational purposes only and represents the arithmetic sum of entered invoices and expense documents.

To view a summary of issued sales and expense invoices, click Summary → Current in the application's main menu.

Current summary is for information purposes only. Constitutes the arithmetic sum of entered invoices and cost documents. For the settlements with authorities, the accounting summary introduced by your accounting office will apply.

 

 

Accounting Summary

To view the accounting settlement for subsequent months of the calendar year, click Summary → Accounting in the application's main menu.

The accounting summary is entered by the Accounting Office after the settlement of each subsequent billing month is completed.

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Reports

From the SaldeoSMART level, you can also generate and download the following reports:

1. Report on costs by business partners

The data given below are based on the documents attached to saldeosmart of the costs and goods type. the condition for correct results is the definition in the attached documents of:
- date of operation (delivery)
- amount
- business partner

the amounts in foreign currencies are converted in accordance with the monthly average exchange rate from nbp.

2. Report on costs by categories

The data given below are based on all documents attached to saldeosmart for which the type of form is the cost invoice or good/material. the condition for correct results is the definition in the attached documents of:
- date of operation (delivery)
- amount
- category

The amounts in foreign currencies are converted in accordance with the monthly average exchange rate from nbp.

3. Clearings with business partners

The data given below are based on the invoices and receipts issued in saldeosmart and the attached documents. the condition for correct results is the complete description of documents and ongoing updates of the received and completed payments. the amounts in foreign currencies are converted in accordance with the monthly average exchange rate from nbp.

Remember: the report below is of illustrative value and may differ from the accounts in the accounting programme.

4. Completed payments

The report below is based on the attached documents that have at least one partial payment noted. the condition for correct results is the complete description of documents and ongoing updates of completed payments.

Remember: the report below is of illustrative value and may differ from the accounts in the accounting programme.

5. Report on dimensions

The data given below are based on the documents attached to saldeosmart of the costs and goods type. the condition for correct results is the definition in the attached documents of:
- date of operation (delivery),
- amount,
- dimensions.

The amounts in foreign currencies are converted in accordance with the monthly average exchange rate from nbp.

The report may not include the recently added and edited documents.