SaldeoSMART launches a new campaign on workflow. We show how we set it up at clients

The campaign started on 1 September. The spots follow paper documents chasing people around a building site, a restaurant, a company office and an accounting firm, which is what we see at clients every day.

A new campaign: a document on the move

The opening spot, launching the whole series, is on YouTube. Further episodes are meant to tell the same story across other industries: construction, hospitality, an accounting firm.

The campaign rests on a four step scheme: new document, verified, approved, done. Alongside it comes a list of features meant to support that scheme inside SaldeoSMART itself: a status and an owner for every document, one path for documents from KSeF, Poland's National e-Invoicing System, and those added by hand, a feature called "Uzupełnij z AI" (fill in with AI) for a first pass coding suggestion, a rule for a Non-standard Counterparty that flags documents from key suppliers, a history of who acted on a document and when, approval of costs from the mobile app, and integration with more than 40 accounting programs.

Source: SaldeoSMART blog, "O to biega w obiegach: nowa kampania SaldeoSMART" (as of 4 September 2026, Polish only).

What we set up first during an implementation

The campaign shows the problem from a firm's side: who checks the invoice, who approves it, where it even is. When we set up a workflow for a client, we start from the same questions, only in a different order.

First, the document owner: who exactly is meant to see it first. Then the approval route, meaning how many people, in what order, have to click approve before a document reaches the accounts. Last, one road for documents from KSeF and those added by hand: a scan taken on a phone travels the same track as an invoice pulled in automatically, not a separate one. We write about that route step by step on our document workflow page.

The most common mistake at the start is too many approval steps at once. A client wants to lay out a route with four or five approvers straight away, because that is how the org chart looks on paper. In practice two people are usually enough, three at most. The rest gets added later, once it is clear where an invoice actually gets stuck.

There is also a case where we advise against a workflow: a one person company with nobody to approve anything. Without someone confirming a cost, an approval route has nothing to guard, and the software only adds clicking.

Set up this way, the route is simple in practice. A site manager gets a notification that an invoice for materials is waiting. They open it on their phone, see the amount and the supplier, and approve it with one tap. The document moves on carrying a record of who touched it and when, so it is clear at once whose desk the document is waiting on.

The vendor's webinar and our own consultation

Update: the webinar took place on 10 September. We wrote up the attendee survey results in the post What the document workflow webinar survey found, and a summary of the session itself is on the webinar page (in Polish).

If you would rather set up a workflow specifically for your own company, with your own people and your own documents, let's talk. We will tell you straight away how many approvers make sense at your scale.