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

On 1 September 2026 SaldeoSMART, the vendor behind our platform, launched a new campaign under the line "O to biega w obiegach" (roughly, "that's what keeps a workflow moving"). The spots follow paper documents chasing people around a building site, a restaurant, a company office and an accounting firm, which is exactly what we see at our own clients. The campaign shows the problem. We write about what we do with it during an implementation.

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. The vendor has been on the market for 16 years.

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 the question "where has it gone" loses its point before anyone gets to ask it.

The vendor's webinar and our own consultation

On 10 September at 10:00 the vendor runs a free, one hour webinar on how to lay out approval routes in practice, in Polish. You can sign up through us (the sign-up page is in Polish): we pass the registration on to the vendor and send a short summary the day after. A good place to start if you want to see the topic live before you change anything at your own company.

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.

The facts in this post come from an announcement by SaldeoSMART, the vendor. The assessment, examples and practical notes are ours; Forgante is an independent brand of an authorised partner.