Document workflow in SaldeoSMART: approvals and deadlines

What it does

The workflow leads a document from arrival to posting: it routes it to the right person, collects approvals, watches the deadline and leaves a trace of who approved what. Invoices are only part of it. Contracts, policies, letters and documents that will never reach KSeF go the same way.

The effect people notice first isn't an accounting one. It's the end of “has anyone seen the fuel invoice from July”.

Document panel in the SaldeoSMART workflow showing parallel approval, one of three people — The system tracks how many people in the group have approved a document before it moves on. (Polish interface) SaldeoSMART material

List of user groups in the SaldeoSMART workflow: approvers, verifiers, HR — Groups responsible for each workflow stage, set up separately for the firm and for its client. (Polish interface) SaldeoSMART material

Step 1 A document arrives

invoice, contract, policy, letter
it gets a description and a category

Step 2 It goes to the right person

the project manager sees the amount and the supplier
no need to know the chart of accounts

Step 3 Approval with a deadline

you can see who approved and when
anything overdue chases itself

Step 4 The accounts

the full description travels with the document
nobody reconstructs what the spend was for

The route is built around one particular team. This layout is the most common in a company with a few people approving costs.

SaldeoSMART: what document workflow is all about — Document workflow in SaldeoSMART as shown by the vendor: two minutes on what we describe above in words. (Polish interface) SaldeoSMART video · watch on YouTube

How this looks day to day

In a company a cost invoice comes in from KSeF, Poland's National e-Invoicing System, from an e-mail or from a scan, picks up a suggested category and dimension, and then goes to the person who knows the spend: a project manager, a site foreman, the head of a branch. That person doesn't have to know the chart of accounts. They see the amount, the supplier and one question: is this ours? Once approved, the document reaches the accounts with its description ready.

In an accounting firm the workflow runs the other way round: the client supplies the documents, and the client is the one who has to be shown what is missing. The biggest saving in time is not on the coding but on the correspondence about missing paperwork.

What is in which plan

The table comes straight from the vendor's price list, the same one our calculator uses. As of August 2026.

In the plans for accounting firms

Feature	Asystent księgowego (Accountant's Assistant)	Specjalista biura (Office Specialist)	Ekspert biura (Office Expert)
Document workflow · features for the accounting firm
basic workflows for documents (invoice, contract, letter)	✓	✓	✓
building your own document workflows	×	×	✓
creating user groups and granting them rights	×	×	✓
setting which groups can see which documents	×	×	✓
access to the document workflow on the client side	×	×	✓
change history on documents	×	×	✓
statistics and reports on work with documents	×	×	✓
Document workflow · features for the client
basic workflows for documents (invoice, contract, letter)	✓	✓	✓
building your own document workflows	×	×	✓
creating user groups and granting them rights	×	×	✓
setting which groups can see which documents	×	×	✓
change history on documents	×	×	✓
statistics and reports on work with documents	×	×	✓

In the plans for companies

Feature	Asystent e-faktur (e-Invoice Assistant)	Asystent firmy (Company Assistant)	Specjalista firmy (Company Specialist)	Ekspert firmy (Company Expert)
basic workflows for documents (invoice, contract, letter)	✓	✓	✓	✓
building your own document workflows	×	×	×	✓
creating user groups and granting them rights	×	×	×	✓
setting which groups can see which documents	×	×	×	✓
change history on documents	×	×	×	✓
statistics and reports on work with documents	×	×	×	✓

Worth knowing up front

The workflow will show you that an invoice has been waiting eleven days for approval. The decision still sits with a person, and that is usually exactly where something has to change. Software makes that easy to see. It won't replace agreeing who approves what, and by when.

At a small scale, roughly below a hundred documents a month and with one person approving, a full workflow adds more clicking than it takes away. We say so plainly in the first conversation and more often suggest capture with export on its own, leaving the workflow for the moment the team grows.

What we set up

Approval routes, permissions, deadlines and reminders, the rules that send documents to people, and schemes for documents that are not invoices. Along with the summaries that chase overdue items by themselves. That last part is usually a job for our bots.

Related

Document workflow: who sees it, who approves it, what happens when it's late