Document workflow and approvals in SaldeoSMART

Who sees a document, who approves it, and by when

The workflow covers not only invoices but also contracts, insurance policies, letters and documents that will never reach KSeF, Poland's National e-Invoicing System. Each of them goes to the right person and collects approvals on time, and the system records who signed off what.

The effect shows first outside the accounts: nobody asks any more whether anyone has seen the fuel invoice from July.

In a company and in a firm the workflow runs in opposite directions

In a company a cost invoice comes in from KSeF, 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 firm saves the most time on the correspondence about missing paperwork.

What is in which plan

In the plans for accounting firms

In the plans for companies

Source: SaldeoSMART price list, October 2026 (the same one our calculator uses).

Where invoices get stuck

The workflow will show you that an invoice has been waiting eleven days for approval. Who should approve it, and how quickly, is decided by the company, and that route is usually what needs fixing. We set it up with you during the implementation. With one person approving, a shorter route is enough than in a company with several departments.

Routes, stand-ins and reminders

We set up approval routes, permissions, deadlines and reminders, the rules that send documents to people, and schemes for documents that are not invoices. Some summaries of overdue items we build as bots that send a report at a set time.