Simplify online travel orders with SmartFP, which makes it easy to apply, calculate, approve and bill.

Travel orders are one of the most time-consuming and administratively exhausting processes in the company. Employees don’t like them, accountants don’t like them, and managers often only get an overview of them when it’s too late to make a difference. SmartFP makes it a clear and, most importantly, simple process that saves time for everyone involved.

Summary of article on travel orders:

A travel authorisation is a document that authorises a staff member to travel on official business and contains information on the purpose of the trip, the costs and the calculation of the amount of entitlement to reimbursement according to Act No. 262/2006 Coll., Labour Code. It serves as a basis for the billing of transport, board and lodging costs. Digitising this process with systems such as SmartFP simplifies and speeds up travel management, reducing the administrative burden and the risk of errors.

Travel orders module in the SmartFP platform offers a clear way to manage business travel from request to settlement in one place. It allows employees to easily enter a travel request, provides managers with an estimate of reimbursement costs when approving online, and makes it simple to enter travel progress. Based on the information entered, the system automatically calculates the actual amount of compensation. It is possible to synchronise the lump sums for individual refunds with the decree or adjust them according to internal guidelines directly in the administration.

Travel orders are filled out in Excel or on paper, the data is transcribed manually and the company is run around for signatures. Receipts end up in wallets or in pockets, and everything has to be intricately recalculated and documented upon return. The accountant then spends time checking for errors, transcribing them into the system and the company doesn’t have a quick overview of how much the business trips actually cost.

In short, travel orders take more time than the journey itself and instead of controlling costs, they just create more paperwork. Yet it can be done more easily, clearly and entirely online.

Travel orders module in SmartFP processes business trips from A to Z completely online – from the request before the trip, through approval to the final billing and submission to accounting. Employees, managers and accountants work in one system, with up-to-date data and no unnecessary paperwork.

Everything is done electronically from your computer or mobile phone, so no matter where you are, applications, approvals and billing can be conveniently handled from your hotel room, office or while you’re on the go. In addition, the module can be connected to other business applications via REST API, so travel orders can be created or updated automatically based on data from other systems.

Digitization of travel orders in SmartFP means that all steps – from application to approval to billing. Everything runs in one system. Employees don’t have to deal with paperwork, managers have instant visibility and accountants work with complete and correctly calculated documents. Plus, thanks to the REST API, travel orders and their billing can be seamlessly plugged into the accounting or payroll system without manual entry.

The company saves time and costs, eliminates errors from manual processing and obtains clear data for decision-making. Instead of tedious administration around business travel, they can focus on the business itself.

Below this article you will find our latest news and articles that focus on new features, improvements and practical tips on SmartFP products. Explore what’s new and stay up to date on our innovations!

HelpDesk for effective request management in the team
Ensure the safety of suggestions with the Trust Box

SmartFP simplifies request management with a centralized HelpDesk system, which means less chaos, more efficient communication and faster problem resolution.

In today’s fast-paced work environment, where every minute counts, it is important to have a clear and efficient system for dealing with requests and problems. Without a central system like HelpDesk, communication becomes chaotic, with important information getting lost and responses to suggestions being unnecessarily prolonged.

HelpDesk module in the SmartFP platform centralizes all requests, both internal and from customers. It allows easy entry of tickets, their automatic assignment and clear tracking of the solution status.

Using the REST API, you can connect HelpDesk to other services, such as asset management tools, vulnerability logging (e.g. Rapid7) or other IT systems. On the SmartFP platform, you can also easily connect it to timesheets, project management or business reports, so all your data flows seamlessly to where you need it.

Summary of the content of this article:

Without a centralized requirements management system, managing internal and external tasks can be very chaotic. Companies often struggle with confusion about the status of individual requests, their priority and subsequent resolution. This lack of process can lead to delays, miscommunication and difficulty in monitoring team performance.

A centralized requirements management tool eliminates chaos, improves communication and ensures efficient task allocation. This will increase productivity, improve adherence to response and resolution times defined in SLAs, and make the entire support process more transparent and efficient.

Module HelpDesk module in SmartFP enables efficient management of requests from receipt to resolution, all online. Employees easily enter, assign and track requests in real time.

Thanks to the REST API, you can connect the system with other tools to centralize team communication and ensure quick and clear problem resolution without unnecessary delays and chaos.

If your company is still not using a centralized request management system, it’s time to implement one. Traditional methods, such as writing requests in Excel or communicating through different channels, are not efficient and often lead to many problems. These problems can manifest themselves in the form of lost information and dissatisfied customers.

With HelpDesk in SmartFP , you get a clear and efficient request management tool that simplifies the entire process.

HelpDesk module in SmartFP is not just a standalone tool – thanks to the open REST API, it can be easily connected to other company systems.

Employee records, Travel orders or Trust Box can be linked so that processes run smoothly and automatically. For example, requests for technical support can be linked to the Employee Record, automatically retrieving employee data, or they can be part of a broader workflow that starts with suggestions in the Trust Box. This way of integration saves time not only when entering requests, but also when solving and evaluating them, which simplifies and speeds up the whole process.

Below this article you will find our latest news and articles that focus on new features, improvements and practical tips on SmartFP products. Explore what’s new and stay up to date on our innovations!

Simplify travel orders: online, automated and error-free
Ensure the security of incentives with the Trust Box

If a company lacks a secure channel for whistleblowing, not only do problems remain hidden, but the company violates the Whistleblower Protection Act.

A secure digital trust box is not only an advantage but also a legal obligation for certain legal persons or entities. In accordance with the Whistleblower Protection Act, companies must provide an internal whistleblowing system for secure and confidential reporting.

Trust Box module from SmartFP offers companies a tool that meets legal requirements, protects whistleblowers, guides the entire process step by step, and promotes an open corporate culture.

What this article will tell you:

Whistleblowing is when someone within an organisation blows the whistle on illegal, unethical or dangerous behaviour – typically in the areas of finance, safety, health, the environment or the handling of public funds. The aim is to catch the problem early, before it causes major damage to the company, people or the public interest.

The Trust Box is an internal communication channel through which employees (and often others – contractors, interns, volunteers) can safely and sometimes anonymously report a problem – typically a suspected violation of law, internal rules or company ethics. In modern terms, this is usually part of what is known as an internal whistleblowing system under the Whistleblower Protection Act.

In the Czech Republic Act No. 171/2023 Coll., on the protection of whistleblowerswhich requires certain entities to have an internal whistleblowing system – i.e. exactly what a trust box is in practice.

Below this article you will find our latest news and articles that focus on new features, improvements and practical tips on SmartFP products. Explore what’s new and stay up to date on our innovations!

Simplify travel orders: online, automated and error-free
HelpDesk for efficient management of requests in the team

Managing the onboarding agenda is one of the more time-consuming processes in HR. It requires gathering a lot of data about the employee and preparing documents, familiarizing yourself with internal regulations, coordinating with payroll, and a bunch of other activities that need to be complete.

Module Employee records in the SmartFP platform offers a practical and clear way to manage all HR administration in one place. It will allow you to easily keep employee data up to date, manage HR documents and be clear about what’s done and what’s waiting to be completed. At the same time, it greatly facilitates communication between HR and payroll.

SmartFP can connect to accounting systems such as Pohoda, Helios and others. It can also automatically create the necessary documents and send them to the relevant persons with one click and then ensure their electronic signing. Thanks to digitization, this reduces manual work and gives HR more space to work with people, not papers.

Right at the start of the onboarding process, HR needs to get a lot of data from the employee, which usually comes from different sources: emails, attachments, different versions of documents or incomplete forms. This increases the error rate and delays further processing. SmartFP greatly simplifies this step: HR just enters the basic data and the system automatically sends the new colleague a prompt to complete an electronic intake questionnaire. The employee completes everything online in one place, nothing is overwritten and HR has accurate and complete data ready for future use.

The questionnaire will provide HR with the complete administrative documents needed to start the onboarding process.

The manual preparation of employment contracts, agreements, protocols or OHS materials is one of the most routine HR tasks. For each employee, it is necessary to re-fill the data, check for accuracy and pass the documents on. SmartFP takes care of most of this administration for you. Once the employee card is created, the system uses the data from the questionnaire and within seconds prepares the necessary documents uniformly, accurately and without manual retyping. HR does not have to deal with repeated administrative steps and can focus on more important tasks.

Once HR has obtained all the necessary administrative data from the electronic intake questionnaire and the employee’s card has been created in the system, it is time to make available the documents that the new colleague must become familiar with. These can be prepared in advance, or generated gradually depending on how you have the onboarding process set up.

SmartFP allows a new employee to review all the necessary materials online, from internal directives to OHS and OHS to job descriptions and handover protocols. The employee opens the documents directly in the system and confirms their receipt or reading with one click. At the same time, they are available to him at any time.

This part of the process is handled by the module Employee familiarisation with documentswhich clearly shows what the employee has already completed and what is still to come. This gives HR a clear overview without paper lists, lost documents or incomplete records.

Electronic signing in SmartFP allows you to close all HR and company documents directly in digital form. Contracts, addenda, Taxpayer Statements, or OSHA materials can be validated through authenticated services such as Signi, eSigno, or Citizen Identity from anywhere without the need to print or scan.

Signed documents are automatically saved to the employee’s card, where they are immediately available to HR and payroll accountants. Access is controlled by user rights, so that the payroll accountant or other roles only see the documents and data they actually need. In the employee card, you can set in detail who can see specific documents and individual fields with personal data. This makes the whole process fast, clear and allows the company to work with documents fully online, without unnecessary administration and without the risk of an unauthorised person getting access to sensitive information.

HR deals with a wide range of topics, but part of its agenda is directly related to payroll: employment relationships, changes in hours, attendance, bonuses, benefits, personal data and employee entitlements. This is where it is crucial that HR and payroll work together accurately and without delays.

Digitisation ensures that this data is transferred between HR and payroll automatically, without manual transcription and unnecessary delays. This means both parties are working with a single source of truth, making the entire process significantly more accurate and eliminating errors.

When HR sends data via email and payroll manually transcribes it, errors are virtually inevitable. A shared SmartFP system, where all the information is in one place, can avoid these problems altogether.

Access to the system is controlled by user rights. The payroll accountant or other roles only see the documents and data they really need. For each employee card, it is possible to set exactly who can see specific documents or individual fields with personal data. This allows the company to work fully online without the risk of unauthorised access to sensitive information.

If you use your own payroll software (e.g. Cool or Helios), this is not a barrier. SmartFP can connect to it. HR only needs to enter the information once and payroll will automatically load it into the application that processes the payroll.

The pink slip isn’t just signed on the way in. Employees have to reconfirm it every year, usually at the beginning of the year or when there is a change in their life situation that affects their tax entitlement.

What is simplified when the pink slip is digital?

• the employee completes the form online without errors or incomplete data,
• part of the data is pre-filled automatically according to the personal card,
• the signature is done electronically, without printing and scanning,
• the document is saved directly to the employee’s card,
• the payroll office has the latest version immediately available,
• HR can see who has signed and who hasn’t yet.

Real time savings

Z internal analysis showsthat electronic submission and signing of the pink slip saves 3-5 minutes per employee.

• companies with 50 employees: savings of approximately 3 hours,
• companies with 150 employees: saving 10 – 12 hours,
• Companies with 300 employees: savings of up to 25 hours per year.

And that’s just on one single documentary that is repeated every year.

The electronic “pink slip” is full-fledged and legally valid thanks to the current legislation . Thanks to electronic signing printing, scanning and physical delivery of papers are eliminated. This saves time, reduces errors and ensures that all data is processed correctly and in accordance with the law.

Watch a step-by-step video guide that shows you how to conveniently submit your Taxpayer Declaration directly in SmartFP: quickly, securely and without paperwork.

SmartFP is moving on again. We bring you a fresh batch of innovations that will speed up your work, make your daily agenda clearer and bring more convenience to the entire platform

From handy quick links, to banners in emails, to an improved system health check feature and a new HR access terminal. Everything has one mission: to make your work agenda easier and to simplify what used to take too much time.

Come and see what’s new:

We all have our favourite websites, specific documents or modules in SmartFP that we open on a daily basis – whether it’s order approval, invoice overview or company documents.

Whether it’s a sports results page, a weather forecast, a link to the lunch menu, or even a module Travel orders or internal documents. Until now, you’ve had to switch between them constantly and find them in a complicated way.

Now you don’t have to hunt for bookmarks or get lost in your browser history.

With Quick Links, everything you use every day is neatly organised in one place and accessible with a single click.

The Quick Links feature is available as an extension that you can easily activate. Simply request it from your sales department – and your daily work will be a little faster, clearer and more convenient.

We all remember that uncomfortable feeling when starting a new job. Lots of new information, unfamiliar surroundings and uncertainty about where to find what and how to proceed. Navigating a new system can be challenging, but that’s where SmartFP Interactive Help comes in.

The new Interactive Help feature provides users and administrators with an intuitive way to quickly navigate the SmartFP system. Administrators or team leaders can now create clear, interactive help on individual pages that guide users through specific tasks or processes directly in the system interface.

What does this mean in practice?

Imagine a new colleague who has just joined the team. Instead of a lengthy explanation of how the system works, he or she can now be greeted by an interactive wizard who will guide them step by step through everything they need to know – from the first task to the approval of the application.

HR saves hours of onboarding time, the new employee feels more confident and the adaptation to the system is smooth and stress-free.

Interactive Help is available as an extension that you can easily activate. Simply request it from the sales department – and your daily work with the system will be a little faster, clearer and more convenient for newcomers and existing users.

The new Banner Management function allows you to easily and clearly distribute visually appealing information banners in emails sent from SmartFP. This allows you to efficiently share important messages, alerts or news with employees or external partners directly via regular email communication.

Banners or any html content can be used to announce company events, share company news or inform about other news from everyday events. In short, to get important news to everyone quickly, clearly via email.

This feature makes your emails not only informative, but also engaging and easy to remember, greatly increasing the effectiveness of internal and external communications.

Banner Management is available as an extension that you can easily activate. Simply request it from your sales department – and your daily communications will be a little more concise and visually friendly.

Accountants who normally enter documents manually spend dozens of hours a month doing this. Integrating with Rossum AI will allow them to automate this routine work and speed it up by up to 80%. Instead of constantly copying data from PDFs or scans, they can focus on what’s really important. Control, analysis and strategic decision making.

Get rid of tedious invoice rewriting and get more time to do work that has real value.

Now you can take advantage of SmartFP ‘s integration with Rossum AI, one of the most advanced solutions for automatic document reading (OCR).

The Invoice Information Extraction feature is available as an extension that you can easily activate. Simply request it from your sales department – and your accounting agenda will transform from routine invoice transcription to a fast, automated process.

The new Healthcheck feature gives administrators a real-time overview of system and server health, all clearly and in one place.

Administrators now have even greater control and visibility over the status of the entire SmartFP platform.

Healthcheck displays the current status of the system and its individual components.

Healthcheck is available as an extension that you can easily activate. Simply request it from your sales department – and your IT department will gain clear visibility, faster response times and greater confidence in managing your entire infrastructure.

We also offer HR access terminals for recording the arrival and departure of employees.

This terminal connects the physical device to the SmartFP digital system, providing a complete attendance and access control solution in one place.

Access terminals are used to automatically record the time of arrivals, departures, breaks or movement of employees within the company.

If you are interested in the new HR access terminal, you can request more information from our sales department now – and your HR or operations department will have a better overview of employee movements, more accurate attendance records and greater confidence in the organisation of daily operations.