SaldeoSMART implementation for accounting firms and companies in Poland Invoices from KSeF, scans and PDFs land in one place. The software suggests the coding, and the document goes to the person who approves it.
We set up the rules around your chart of accounts, connect SaldeoSMART to the accounting software you already use, and write bots where the standard features stop. One person runs the implementation and is the one who picks up the phone afterwards, including when the problem sits in the accounting software. We work remotely with firms and companies across Poland.
Authorised partnerTOP 5 since 2017
Since 2017 we have been one of the TOP 5 SaldeoSMART partners, with awards from the vendor for sales.
We connect SaldeoSMART to the accounting software or ERP you already use.
What changes in an accounting firm, and what changes in a company
In an accounting firm
Usually three people handle the documents, and each needs something different from the software.
- The accountant gets a document with the supplier recognised, the amounts and VAT register filled in and a suggested category. What is left is the check and the posting. An invoice sent in twice is flagged as a duplicate before it reaches the books.
- The owner of the firm sees which client has sent a complete set of documents without ringing round. Tasks are handed out in the system, and the time report shows where the month goes.
- The firm's client uploads an invoice with their phone and sees their own settlements. They ring less often to ask how much they owe, and no longer have to turn up with a carrier bag of paperwork on the fifth of the month.
In a company with in-house accounting
Here the point is mostly that no document sits on anyone's desk, and that you can always tell who approved a cost.
- Accounting gets the invoice from KSeF and the scan from an e-mail in the same place, coded the same way: with a category, a dimension and an account.
- Directors and managers approve invoices from their phones, see costs by project and department, and plan the budget in the system rather than in another spreadsheet.
- Employees settle advances and expenses without paper forms.
What KSeF takes care of, and what is still on your side
KSeF is Poland's National e-Invoicing System. We have written it up step by step, with the table of plans, on the page KSeF in SaldeoSMART. Below are the three things people ask about most.
KSeF on its own uses no credits
Sending and receiving invoices through KSeF is included in the SaldeoSMART subscription. A credit is used only when artificial intelligence codes the invoice: parameters, dimensions and type come to one credit per document. You decide which invoices the AI should code, and we set up the rules together during the implementation.
Certificates, KSeF permissions and who does what in the team are set up during the implementation too.
Documents outside KSeF
Invoices from foreign suppliers, receipts from business trips, contracts, insurance policies, letters from the tax office. KSeF does not cover them, yet they still have to reach the right person on time. We build the workflow around how your team works.
Duplicates and permissions
The same document sent in twice, by e-mail and as a scan, is flagged as a duplicate before anyone posts it.
Permissions decide who sees a document at all, who approves it and who only takes note. A confidential contract is not visible to the whole office.
What we do during implementation and after it
Our job is to make sure that a month after go-live your team is using SaldeoSMART every day.
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Implementation and configuration
Companies, categories, registers, posting schemes, permissions and workflow, set up on your real documents. We start with one typical company, which then becomes the template for the rest. After that we train your team on your own account, accountants and client-facing staff separately.
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Integration with your software
Comarch ERP Optima, enova365, Insert, Symfonia, Wapro, Raks, Ramzes and dozens of others. When the standard data exchange is not enough, we write the missing link ourselves.
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Our own bots for SaldeoSMART
They take over work that comes back every month. The posting bot moves approved documents into Comarch ERP Optima at a set time and posts them, then leaves a morning report of what got stuck. It has been working at a client's accounting firm since July 2026. The Office Dashboard checks every client company daily, from PLN 59 net a month.
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Support after go-live
The same person who ran your implementation stays with you on support. They know your companies, your posting schemes and why things were set up the way they were. For accounts that are already running we offer a free account review and come back with a list: what works, what to fix and how long it will take.
Not sure which plan to choose? We will work out how many credits you will use at your volume of documents, and pick the smallest plan that will do.
What SaldeoSMART does with documents
Each feature has its own page: how it works day to day, how many credits it uses and which plans include it.
- Document capture (OCR) and coding by AI An invoice from a scan, an e-mail or KSeF turns into a full set of data. The AI suggests the category, dimension and type.
- KSeF: sending and receiving e-invoices Sending and receiving invoices is included in the subscription. A credit is used only when the AI codes an invoice.
- Document workflow and approvals An approval route for invoices, contracts and letters, with reminders and a deadline you can see.
- Sales invoices Issuing and sending invoices, recurring documents, the whole set visible to the accounts at once.
- Settlements, payments and bank statements Bank transactions matched to invoices, payments prepared, unpaid items visible without a search.
- Archive and document search Documents together with the image of the original, searchable by content, counterparty and amount.
- The accounting firm working with its client A portal and mobile app for the firm's client, document delivery, questions and missing items without the e-mail ping-pong.
- Managing work, reports and budgets Recurring tasks and priorities, reports on the work done, a budget set against real costs.
- HR, cash and advances HR documents, cash reports and employee advances settled without separate spreadsheets.
Latest on the blog
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KSeF correcting invoice: who approves it
A correction in KSeF is a separate document, linked to the original invoice. We cover who approves it in the workflow and what stays of the original.
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KSeF number recognition from scans and PDFs
SaldeoSMART reads the KSeF number off a scanned or PDF invoice automatically. We explain why that matters when the invoice is already in KSeF, and how we set it up for clients.
Your accounting software stays the same
SaldeoSMART sends documents to the software you already post in. The vendor documents integrations with more than 40 applications. Before the implementation we check how the integration works with yours and whether anything needs to be added.
- Comarch ERP Optima
- Symfonia Finanse i Księgowość
- enova365
- Insert
- Wapro FaKiR
- Wapro KaPeR
- Raks SQL
- Ramzes
- DGCS System
- Fakt
- Comarch ERP XL
- Streamsoft ALA
- Reset R2
- Symfonia Mała Księgowość
- Mała Księgowość Rzeczpospolitej
- TaxPro
- Buchalter
- Demega
- KSP Logotech
- Madar
- Systim
- Varico
- Super Księga Podatkowa
- + API for the rest
Not seeing yours? Tell us what you post in, and we will come back with how the integration looks there.
Is the problem on the accounting software side? We can help with that too
SaldeoSMART exchanges data with your accounting software or ERP. When something stops working, we look for the cause on both sides. If it sits in the accounting software itself, we pass the case to a trusted specialist in that software and stay on it until documents reach it again.
- One point of contact. You report the problem to us. We describe it to the software specialist ourselves, so you do not have to explain everything twice.
- Both sides of the integration at once. We check the SaldeoSMART settings, the specialist checks the software settings, and we test the data exchange together. You are not the go-between for two companies.
- Clear terms from the start. If work on the software side is paid, you know the cost before it starts. If we do not have a trusted specialist for your software, we say so straight away.
Questions people ask before deciding
How much does it cost?
You can work out the SaldeoSMART subscription yourself in the calculator: enter the number of documents and it picks the plan and shows the net price. Implementation, integration and support are quoted after a short call, once we know how many companies, documents and users there are.
How long does implementation take?
It depends on the number of companies. We set up one typical company first as the template, then the rest in a batch. We do not schedule the start for month-end close week. You get a plan with dates after the first call.
We already have accounting software. Do we need to change it?
No. SaldeoSMART takes over document capture, coding and approval, and the posting stays in your software. The full list of supported applications is above.
What if the team does not take to the new software?
We train on your account and your documents, accountants and client-facing staff separately.
Tell us what you need
Three things are enough: how many documents a month, what software you post in and what takes the most time today. You will hear back from someone who runs implementations. We work with you in English; prices are in Polish złoty and the software interface is in Polish.
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What SaldeoSMART costs at your volume of documents
You can work out the subscription in the calculator: it counts in documents and shows the full feature comparison across all the plans. Implementation and support are quoted after a conversation.