Login to the system

To start the invoicing process, first log in to the SaldeoSMART system :

🔹 Go to the SaldeoSMART website and click "Log in" .
🔹 Enter your login and password .
🔹 If you are using the system for the first time , you may need to configure basic invoicing settings.

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Starting to issue an invoice

Once you have logged in, follow these steps:

✅ In the left menu, click "+Add" and then select:

• "VAT invoice"

• or another type of invoice, e.g. proforma, advance payment .
  ✅ A new invoice form will open , which must be completed.

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Filling out the invoice form

Invoice Header - Number and Dates

🔸 Invoice number – is assigned automatically according to the selected numbering series. You can modify it.
🔸 Date of issue – automatically set to the current day, but you can change it.
🔸 Date of sale/service – specify the day on which the goods were sold or services were provided.

 

Buyer details

🔹 Select a customer from the list of contractors or add a new one by clicking "+Add contractor" .
🔹 If the contractor is a company , enter their Tax Identification Number - the system will automatically download data from the Central Statistical Office database.
🔹 If the recipient is different from the buyer (e.g. the invoice is for one company, but the delivery is for another), select "Other recipient" and enter the data.

💡 In this section you can also indicate whether the invoice should be for:

• non-vat ,

• VAT margin
• MPP
• whether the invoice should be recurring 
• cash method

Cyclical invoices

If you regularly invoice the same customers (e.g. for a subscription or monthly services), you can use recurring invoicing :

• When creating an invoice , select "Recurring invoice"

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

• You will receive a notification when the invoice is due and will be able to send it to the customer.

Invoice Items

At the beginning you can indicate whether the invoice should be calculated gross.

➕Complete information about the product/service :

• select a product/service from the list or

• enter new data manually:

  • Name ,

  • Quantity ,

  • Unit price ,

  • VAT rate (e.g. 23%, 8%, 0%).
    Click ✅  and add to invoice. You can add multiple items.

Payment Method

🔘 Select payment method:

• Cash,

• Transfer ( the system will suggest the account number entered in the configuration ),

• Payment card,

• Compensation.
  📅 Specify the payment term (e.g. 7, 14, 30 days).

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Finalize and save the invoice

After filling out all the details:

📥 Click "Issue invoice" to save the document.
📤 If you want to send the invoice to the client right away , select "Issue and send to the contractor" ( condition: the contractor must have a completed e-mail address ).
⚡ You can send an invoice to KSeF if you have the appropriate configuration in SaldeoSMART.

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Additional options

Instructional video

📌 On the invoice issuing form, in the upper right corner, you can use the instructional video that will show you step by step how to issue an invoice.

Invoice personalization

SaldeoSMART allows you to customize the appearance of your invoice:

• Adding a company logo ,

• Changing the invoice layout ,

• Adding permanent notes (e.g. payment terms).

Wondering how to fill in the individual fields correctly?
You will find the answers in the next article! Issuing invoices - new view

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💡 Done! Your invoice is issued and ready to be sent. 🚀

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How to issue invoices in bulk in SaldeoSMART 

🔹 The file template is adapted to your company settings - it should be downloaded directly from your SaldeoSMART account.

🔹 How to do it?

1. Go to "Bundle invoice list" .

2. Click the "Import" button .

3. In the "Import invoices" window , find the "Download template" link and click it – the file will be downloaded.

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File pattern structure

The downloaded file contains 5 lines :

✅ Row 1 : Table Header

• The columns correspond to the invoice form fields.

• Bold columns are required – do not delete or edit this row!

ℹ️ Row 2 : Detailed description of columns

• Contains instructions on how to complete each field.

📌 Rows 3-5 : Sample data

• Remove these lines before importing!

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Preparing the file for import

📌 Import limit :

• Maximum 500 invoices (or 10,000 lines ).

📌 Required fields :

• All columns with bold headers must be completed according to the instructions.

📌 Column "No." (Ordinal number) :

• For an invoice with one item – REQUIRED .

• For a multi-line invoice – REQUIRED only in the first line of the invoice . In subsequent lines of the same invoice the field should be EMPTY .

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Import file to SaldeoSMART

1. Click the "Select File" button and select the prepared file.

2. Check the result of the initial analysis – the “Status” column will show information about the correctness of the data.

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 Summary

✔️ Download the file template from SaldeoSMART - it is adapted to your settings.
✔️ Delete the sample data (rows 3-5).
✔️ Fill in the mandatory columns as described.
✔️ Check the correctness of the data before importing.

💡 Thanks to the correct preparation of the file, the import will be quick and error-free! 🚀