Connect SaldeoSMART
Send every invoice your store issues to SaldeoSMART, where your accounting office keeps your books, with its PDF, VAT and payment.
SaldeoSMART is the platform many Polish accounting offices use to keep their clients' books. Connect your Saldeo account and every invoice your store issues goes to your company there – the PDF, number, dates, VAT per rate and payment – so your accountant books it without retyping anything.
SaldeoSMART is in early access. If you don't see it under Add-ons, contact support and we'll switch it on for your store.
What the add-on sends
Every 15 minutes, your store sends the invoices it issued since the last run:
- The invoice PDF, exactly as your store prints it, with its number and the issue and sale dates
- VAT per rate, matching the PDF to the grosz
- The payment: an order paid online is marked paid on the order date, cash on delivery once you mark it collected. Bank transfers stay unpaid, with their due date, for your accountant to match with the bank statement
- The buyer: a company gets one buyer card in Saldeo per NIP, so all its orders land on the same card. A customer without a NIP gets their own card, named with their email, for example
Jan Kowalski (jan@example.com)
An invoice goes as soon as it's issued, even when the order isn't paid yet – that's when it belongs in your books.
Before you start
- Saldeo access from your accounting office. Ask them for a Saldeo user with access to your company only, and for that user's API token (generated in Saldeo under Konfiguracja → Konto → API). The API comes with the office's Specjalista and Ekspert packages.
- Your company linked to an integration. Your accounting office links your company in Saldeo once; until they do, invoices can't be sent to it.
- The document type. Ask your office for the short name of the sales document type invoices should be filed under, for example
FS, and, if they use them, the VAT registry and the category. - A store that sells in PLN, with your NIP in your store details.
Connect your store
- Open Add-ons and choose SaldeoSMART.
- Under Live environment, enter the API login and API token and click Connect.
- Check the Company. Your store picks the company with your NIP; if the list has several, choose yours. If the page says your office hasn't linked the company yet, ask them to, then click Check connection.
- Fill in the Document type, and the VAT registry and Category if your office uses them, exactly as they're named in your Saldeo.
- Click Save.
The Test environment connects to Saldeo's own test server, which needs a separate developer account from Saldeo. Orders placed while your store is in test mode go there, never to your real books.
Turn sending on
- In the same account, switch on Send invoices.
- In Send invoices issued from, choose the first day whose invoices should go. It starts at the 1st of the current month; invoices issued earlier aren't sent.
- Click Save.
Saving stops with a message when something's missing: a company your office hasn't linked, an empty document type, or a store that doesn't sell in PLN. Fix it and save again.
Moving the date back later sends the invoices from the new date that haven't gone yet. Nothing is ever sent twice.
Invoices that go through KSeF
Saldeo downloads every invoice from KSeF by itself. So if your store files invoices to KSeF – with the KSeF add-on or with eparagony.pl e-invoices – those invoices aren't sent from your store as well, or your books would hold them twice:
- With the KSeF add-on, invoices for buyers with a NIP go through KSeF, even when KSeF rejected one: fix and refile it in KSeF, and Saldeo picks it up from there. Invoices for consumers are sent from your store.
- With eparagony.pl e-invoices, every invoice goes through KSeF, consumers' too. An order that never got an e-invoice, such as one from a marketplace, is sent from your store an hour after its invoice was issued.
The order shows Through KSeF for these invoices.
Check what was sent
Each order with an invoice has a Saldeo section:
| What it says | What it means |
|---|---|
| Waiting | The invoice goes to Saldeo within 15 minutes. |
| Sent | Saldeo filed it, at the time shown. |
| Through KSeF | Saldeo downloads it from KSeF – see above. |
| Not sent, with a date | It was issued before the day sending starts. |
| Not sent, with a reason | Saldeo refused it, or something on the order needs fixing first. |
| Queued | It goes again in the next run. |
| Check in Saldeo | The connection broke while sending, so Saldeo may have it already. |
The order's Activity also shows Invoice sent to Saldeo or Invoice not sent to Saldeo, and every invoice that didn't go appears on the Issues page and in the Not sent list under the account in Add-ons → SaldeoSMART.
Troubleshooting
An invoice shows "Not sent"
The reason under it says what to fix. Then click Send again on the order or in the Not sent list, and it goes in the next run.
| What the reason says | What to do |
|---|---|
| has no building number | The buyer's street has no building number. Correct the address on the order – see View and manage orders. |
| The customer has no email | A customer without a NIP needs an email for their buyer card. Add it in the order's buyer details. |
| The buyer has no valid NIP or no company name | Correct the buyer's details on the order. |
| A message from Saldeo, such as an unknown document type or a name that's too long | Fix it in Add-ons → SaldeoSMART, or ask your accounting office what Saldeo expects. |
An invoice shows "Check in Saldeo"
Look for the invoice in Saldeo first. If it's there, leave it – it's done. If it isn't, click Send again and confirm.
Nothing arrives in Saldeo
Check, in Add-ons → SaldeoSMART, that Send invoices is on for the account your store is using (live or test), that the date in Send invoices issued from isn't later than your invoices, and that the page doesn't say your company isn't linked.
FAQ
Are correction invoices sent?
Not yet. Corrections your store issues through the KSeF add-on reach Saldeo from KSeF.
Can I send invoices from before I connected?
Yes. Choose an earlier date in Send invoices issued from and save; the invoices from that date that haven't gone yet are sent over the next runs.
Does my accountant see the line items?
Yes, on the invoice PDF. Saldeo receives the VAT totals per rate, which is what your books need.