· From our implementations · Forgante
You choose a document workflow system by answering a few questions about how your company works today, not by counting features on a list. We go through the six questions we ask before an implementation, for a company and for an accounting firm.
You choose a document workflow system by answering a few questions about how your company works today, not by counting features on a list. The vendor of SaldeoSMART (the document and accounting platform we implement) describes four steps for choosing one in its guide. We add six questions from our talks before an implementation, because they usually decide whether an electronic document workflow is needed at all.
The vendor's guide begins with a process map: where the delays are, who approves costs, what can be automated. We agree, because without it every product looks good in a demo. The guide then covers the deployment model (cloud or your own servers), data security and ease of use.
One note on terms. Search results also show EZD, electronic records management. It comes from public administration, and the vendor points out that it is not the same as a workflow inside a company.
How many documents a month, and how many people approve? We start here because it shows the scale fastest. Below roughly a hundred documents a month, with a single approver, a full document workflow adds more clicking than it saves. Then we advise against it ourselves: OCR with an export to the accounting software is enough, and the workflow can follow when the team grows.
Who approves, and who covers for them? The route usually lives in people's heads, not on paper. We begin with two approvers and stand-ins for holidays, and add a third only where invoices really get stuck.
What besides invoices has to go through the workflow? Contracts, policies, handover reports and letters do not come from KSeF, Poland's National e-Invoicing System, yet they need a signature too. Software that handles only invoices leaves them in mailboxes. More in our post on whether KSeF replaces a document workflow.
Which accounting program does a document reach after approval? The vendor documents integrations with more than forty systems, among them Comarch ERP Optima, enova365, Symfonia, InsERT and Wapro. With the first company we test on real documents what passes through, including a correction, a duplicate and a foreign currency invoice. Details on our page about accounting software integration.
Who gets to see which documents? A project manager needs their own invoices, not the whole ledger. We settle who sees, who approves and who only notes the document. The record of who approved what and when stays attached to it.
When is a good moment to start? Not in the week of the month-end close. If the decision is made on the tenth, we suggest starting after the twenty-fifth.
In a company, a document travels from the supplier through an approver to accounting. In an accounting firm the workflow goes in reverse: the client delivers the documents, and the firm has to show them what is missing. So the questions change: how many clients, how they deliver (portal, e-mail, mobile app) and who on their side answers about gaps.
Most of the time is won back on correspondence about gaps, not on coding. For a firm, invoice workflow software is in practice software for talking to the client. See the page on the client portal and cooperation between firm and company.
When comparing offers, the difference often sits in what is inside the plan and what is counted separately. In SaldeoSMART, sending and receiving an invoice through KSeF uses no credits. A credit goes on OCR of invoices from outside KSeF, at one credit per page. Rules and a plan calculator are on the pricing page.
What we do with all this: we run the first conversation, usually an hour, through these six questions on your own documents, and only then say whether we set up a full workflow or start with OCR alone, and we finish the implementation when your team works in the system without us.
Starting point: the vendor's guide "Jaki system do elektronicznego obiegu dokumentów wybrać?" (August 2026, in Polish). The questions and the implementation experience are ours.
Tell us how many documents you handle a month and who approves them. We will go through these questions on your own documents and say plainly whether a workflow pays off.
You get an answer from someone who runs implementations, one named expert, not a call centre. Prefer to call? 513 805 506