Processing RO e-Invoice documents is simpler and more efficient with SMART PORTAL, the platform that enables accountants and accounting firms to manage an unlimited number of clients and any volume of financial & accounting documents, while entrepreneurs exchange data and documents with their accountants in an efficient, fast, and secure way.
Here's how it works:
1. After signing the contract, takes place the set-up:
➡️ We set up the account for the Accountant or Accounting Firm.
➡️ The Accountant initiates the opening of accounts for their portfolio Clients. All they need is a list of their clients' email addresses and a few minutes.
➡️ Each Client then receives an email to activate their account, which involves only setting a password.
These three steps only happen once.
2. The Client enrols the authorised SPV token in the SMART PORTAL account.
3. Through the SMART PORTAL - SPV synchronisation, the Received & Issued RO e-Invoices, the errors, and the messages are downloaded directly into the Client's account, either automatically or manually, as needed.
4. The Client uploads in the PORTAL any needed supporting documents for expenses, such as fiscal receipts or external invoices.
5. The Client views the RO e-Invoices, in PDF format, checks them and/or supporting documents, then Approves or Rejects them.
➡️ Only the Approved RO e-Invoices and/or supporting documents automatically reach the Accountant's account to be recorded in the accounting program. Thus, the Accountant doesn't need to request further confirmations from the Client, making the recording operation much more efficient.
➡️ The Rejected RO e-Invoices and/or supporting documents end up in the folder of the same name to be later addressed by the Client with their supplier.
6. The Accountant can benefit from an Upgrade, which allows the Approved RO e-Invoices by the Client to reach the Intelligent Document Processing platform operated by the Accountant for automatic mapping of items to ledger accounts or cost centres.
Next, the RO e-Invoices are imported directly into the accounting software - either automatically (API) or manually (export/import file).
7. After completing the accounting entries, the RO e-Invoices and supporting documents are archived both in the Client's & the Accountant's account, under the main folder structure, which contains Issued and Received RO e-Invoices, and secondary subfolders containing the XML files, the PDF files, and the ANAF signature.
In less words, like this:
Thus, with SMART PORTAL, Accountants and Accounting Firms:
📌 manage RO e-Invoices (Issued & Received)for an unlimited number of companies, each with distinct login tokens and archives.
📌 assign roles and access rights for their employees, so that each has access only to documents relevant to their activity. You can find here a first example of how SMART PORTAL's Multiuser/Multirole feature helps companies.
📌 have all RO e-Invoices stored in cloud, not locally, eliminating the risk of loss or accidental deletion after 60 days.
📌 have RO e-Invoices automatically downloaded directly into each Client's account and transformed, also automatically, into a renamed PDF in the date_supplier/client_invoice number_upload index.pdf format. All other scanned supporting documents that need to reach the Accountant (receipts, external invoices, etc.) are directly uploaded by their Client in the PORTAL.
📌 benefit from the Client's verification & approval of RO e-Invoices with a single click before automatically reaching the Accountant for recording.
📌 validate in real-time the recording of all documents approved by the Client.
📌 can be assisted by Artificial Intelligence in the registration process, for
automatic mapping of items to ledger accounts or cost centres, processing speed and elimination of human errors by upgrading to our Intelligent Document Processing platform, Apollo. Here you can read about how we intelligently process different documents, including tax receipts, in just a few seconds.
📌 can upload all documents that need to be handed over to the Client (declarations, balance sheet, trial balance, etc) directly in the PORTAL.
Additionally, with extra features, both the Client & the Accountant have full control over their documents in the PORTAL:
Wanna dive deeper into how Accountants & Accounting Firms can simplify their RO e-Invoice processing and serve more clients with less effort or resources?
Let's get in Smart Touch! Fill out the form here, and we'll contact you as fast as you can say PORTAL.