Adding and reading documents

You can add documents to SaldeoSMART in several ways. Decide for yourself which method will be the best and most useful for you at a given moment. 

You can add documents:

✅ after logging in to SaldeoSMART via a web browser,

✅ by sending to a dedicated email address for documents,

✅ sending directly from the scanner,

✅ via mobile application

1. Adding documents via browser

You can add documents to SaldeoSMART via a web browser after logging in to SaldeoSMART. 

This method of adding documents applies to invoices that you have saved on your disk. 

To add documents from SaldeoSMART, select +Add -> Document in the main menu on the right:

or in the control panel on the home page, select Documents + Add

In the next step, a document addition form will appear on the screen, in which you must indicate the month and year to which the file is to be added and the document type (drop-down list).

Files can be attached to SaldeoSMART:
- individually – only one file
- in bulk – many files at once (max. 50 files)

You can also add documents to SaldeoSMART while being on the document list:

2. Reading documents

If your accounting office has provided you with the ability to read documents, then in addition to the ability to add documents, you can also read documents.

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SaldeoSMART reads files in the following formats: PDF, JPG, PNG.

The maximum number of pages to be read at one time is 400.

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Reading documents is available from the document list for a single document or after selecting a larger number of documents - there is a possibility of bulk reading.

Reading is also possible from the document editing level (document details):

After running the read function, decide how the documents should be divided - it all depends on whether you are adding a single or bulk file:

In the list of documents, in the read column, you will have information about the status of the reading, e.g. a document sent for reading has the status in progress, and the read one has the status

3. Adding documents by email

To attach a document to SaldeoSMART you do not have to log in to the application. You can send documents by email to a dedicated email address for documents.

How to add a document by email:

1. First, you must set a PIN that confirms that the attached documents come from you.

2. In your account settings you will also see your individual e-mail address in SaldeoSMART, to which you will send the documents you want to attach to the system.

3. Once you have set your PIN and know your email address in SaldeoSMART, you can proceed to attaching documents by email:

3.1. You log into your email and create a new message.

3.2. In the recipient field, enter an individual email address for the documents.

3.3. In the subject line of the message, enter the set PIN code with brackets, e.g. (1234). If you want to attach a document to a month other than the current one, you must also specify the month in the mm/yyyy format – then the subject line of your message will look like this: 03/2024 (1234).

If you want to add the type of the attached document right away, you can also indicate it in the email by writing its abbreviation in the subject (e.g. Invoice Cost – FK] in curly brackets { }. Then the correct subject will look like this: 03/2020 (1234) {FK}.

3.4. Documents that you want to enter into SaldeoSMART are added as attachments.

3.4. The content of the message is irrelevant, as it is not taken into account. You send the email and after a while the document is on your document list in SaldeoSMART.

Additionally, in the "List of authorized e-mail addresses" section you can indicate the office e-mail addresses from which documents sent to SaldeoSMART will not require PIN authorization.

Additionally, this method of sending documents gives you the ability to attach documents directly from the scanner (in devices that have this function) and allows you to attach several or even a dozen documents at a time.

Documents added via email are NOT read automatically.

4. Adding documents in the mobile application

If you have our mobile application installed, you can immediately take a photo of the invoices from the gas station and add them to SaldeoSMART.

If you have photos of previous invoices saved on your phone and want them to be visible in the system, share the files without having to log in to Saldeo.