FatturaSmart app for employees

Included in the Max plan: Employee management is included in the FatturaSmart Max plan at €149.99/year + VAT for up to 5 employees (which also includes unlimited invoicing, warehouse, Sistema TS and public APIs). It is turned on after accepting the data processing agreement. Discover the Employees module.

Your employer uses FatturaSmart to manage attendance, leave and payslips. With the FatturaSmart app on your phone you can clock in, see your attendance, request vacation and permits, report sick leave, submit expenses and receive your payslips.

Step 1: Install the App

Search for FatturaSmart in the App Store (iPhone) or Google Play (Android) and install the app. You don’t need anything else: access is activated from the link you receive by email.

Step 2: Activate Your Access

Your employer sends you an invitation email. The link is valid for 7 days.

1. Open the link in the email on your phone: the Activate your employee access screen opens
2. Read the privacy notice
3. Tick I have read and accept the privacy notice
4. Tap Accept and activate

You can re-read the notice at any time from More → Privacy notice. The full privacy notice is provided by your employer.

Later sign-ins

There’s no password. Whenever a new sign-in is needed you receive by email a link valid for 15 minutes that can be used only once. After signing in you stay signed in for 30 days.

If you open an expired or already used link, Invalid link appears: enter your email and tap Send me a new link, or ask your employer for a new invitation.

How the App Is Organized

At the bottom you’ll find four sections:

Clock In and Out

1. Open the Punch section
2. Tap Clock in when you start working
3. Tap Clock out when you finish

After each punch Punch recorded appears and you’ll find it in the Today list. The time is set by the FatturaSmart server, not by your phone’s clock.

No connection? Clock in anyway: Punch queued, it will be sent appears and the punch goes out automatically as soon as the connection is back, without duplicates and with the time you made it. If it stays queued for more than 24 hours it is discarded: tell your employer the time, and they add it by hand.

Closed month: if your employer has closed the month, the notice This month is closed and can no longer be changed appears and you can no longer clock in or change requests for that month.

Location at clock-in

If your employer has turned on location detection, the Punch screen shows the Clock-in with location detection indicator. In that case:

• the location is read only at the moment you clock in or out and only while you’re using the app, never in the background;
• the coordinates are not stored: only whether the punch happened inside or outside the site area is recorded;
• if you don’t grant location access, the punch is recorded anyway.

Check Your Attendance

In the Attendance section you see the month with Worked and Expected hours, Overtime and Leave. If a day needs attention, an indicator appears:

If you spot a mistake, tell your employer: they can correct punches from their dashboard.

Request Vacation and Permits

1. Open Requests and tap New request
2. Choose the type (for example Ferie, i.e. vacation, or a permit) among those set by your employer
3. Enter From, To and Hours; optionally add a Note
4. Tap Submit request

The request stays Pending until it’s decided, then becomes Approved or Rejected. Tap a request to open the Request details with any Manager’s note.

Some types, such as smart working or business trip (trasferta), are not absences: they describe how you worked that day.

Also in Requests you’ll find the Leave balance sheet, with your current balance and the year’s summary (accrued, used, remaining).

Report Sick Leave

1. Open Requests and tap New request
2. Choose Malattia (sick leave)
3. Enter only the Certificate protocol number: no notes or health information are needed
4. Tap Submit request

Sick leave is recorded right away, no approval needed. The protocol number is stored encrypted.

If You Manage a Team

If your employer has set you as manager of some colleagues, in Requests you’ll also find Team requests: from there you can Approve or Reject their vacation and permit requests.

Submit Expenses

1. Open More → Expenses: you’ll find the current month’s expense report
2. Tap Add item and choose the type:
   • Receipt: tap Photograph the receipt; the app reads the photo and pre-fills date, amount and description. Check the data and correct it if needed
   • Mileage: enter date, description and Km driven and choose the Rate; the app shows the Computed amount
3. Tap Save item
4. Once you’ve entered all the month’s expenses, tap Submit expense report

The report moves from Draft to Submitted and, after your employer’s decision, to Approved or Rejected.

Receive Your Payslips

When your employer distributes the payslips, you receive an email with the link to access them (the PDF is not attached to the email).

1. Open More → Payslips
2. Tap the payslip to open and download the PDF

Each payslip shows the Delivered status and, once you’ve opened it, Read.

Other Items in More

• Working hours: your current contract, weekly hours and the schedule for each day
• Holidays: national and company holidays
• Privacy notice: to re-read whenever you want
• Sign out: to sign out of the app

Open the app to see the current status of your requests and expense reports and any new payslips.

Need help?

For questions about attendance, leave or payslips, contact your employer. For technical problems with the app, reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.