Leave and sick leave
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.
With FatturaSmart employees request vacation and permits from the app and you approve them from the web in a few clicks. Balances update on their own through accrual rules, and sick leave is recorded with just the certificate’s protocol number, with no health data.
Leave Types
Leave types (called giustificativi in Italian payroll) are in Employees → Settings, Leave types section. FatturaSmart includes 15 system leave types, grouped into three kinds. Their default names are in Italian:
| Kind | System leave types |
|---|---|
| Balance (holidays, permits) | Ferie (vacation), ROL, Permessi (permits), Permessi ex-festività, Banca ore (hour bank), Banca ore festiva, Flessibilità, Permessi festività non goduta |
| Absence | Malattia (sick leave), Infortunio (work injury), Congedo parentale (parental leave), Permesso L. 104, Permesso non retribuito (unpaid leave) |
| Presence (remote work, business trip) | Smart working, Trasferta (business trip) |
- Balance leave types deduct hours from the employee’s balance.
- Presence leave types describe how the employee worked that day: they are not an absence.
- Malattia and Infortunio are marked Recorded without approval.
- Sensitive leave types (Malattia, Infortunio, Congedo parentale, Permesso L. 104) accept only the protocol number, no notes.
Customizing leave types
- System leave types can only be renamed or disabled.
- To add one, click New leave type and enter Code (lowercase letters, digits and _, e.g. training_course), Name, Kind and, if it involves delicate data, the Sensitive option.
Employees only see enabled leave types in the app.
How an Employee Requests Leave
From the FatturaSmart app, in the Requests section, the employee:
- taps New request
- picks the leave type
- enters From, To and Hours, with an optional Note
- taps Submit request
Requests can’t be submitted or changed for a month that’s already closed. The employee-side steps are described in the Employee app guide.
Approve or Reject a Request
Step 1: Open Leave
Go to Employees → Leave. You’ll find all employees’ requests, which you can filter by status (Pending, Approved, Rejected, Cancelled) and by employee.
Step 2: Open the request
Click the request to see type, hours, period, status and any Employee note.
Step 3: Decide
Optionally write a Decision note, then click Approve or Reject. The updated status and the note are visible to the employee in the app, in the request details.
Note: the page shows the 100 most recent requests; use the filters to narrow down.
Approvals delegated to managers
If you set a Manager on an employee’s page, that colleague finds their team’s leave requests in the app, in the Team requests section, and can approve or reject them. You keep seeing all requests from the web. To set managers see Turn on the Employees module.
Sick Leave and Work Injury
Malattia (sick leave) and infortunio (work injury) need no approval: the employee enters them from the app and they’re recorded immediately.
- The employee enters only the certificate’s protocol number: no diagnosis, no notes.
- The protocol number is stored encrypted and every read is logged.
- In the request details you’ll find it as Certificate protocol.
Why only the protocol number: the protocol number identifies the certificate without revealing any health information. This way FatturaSmart processes only the bare minimum needed to manage the absence.
Balances, Accrual and Adjustments
Open the employee’s page and go to Leave.
Current balances
Under Current balances you see, for each balance leave type, the hours available today.
Monthly accrual
Under Monthly accrual click New rule and fill in:
| Field | Description |
|---|---|
| Leave type | The balance leave type that accrues (for example Ferie or ROL) |
| From month | The first month the rule applies to |
| To month (empty = no end) | The last month, if the rule has an end |
| Hours per month | The hours accrued each month |
| Or hours per year | Alternatively, the yearly hours: FatturaSmart divides them by 12 |
Accrued hours are credited automatically every month. With Credit month you can credit a specific month by hand, for example if you added a rule late: months already credited are not duplicated.
Manual adjustment
To add or remove hours from the balance (for example the opening balance) click Manual adjustment, choose the Leave type, enter the Hours (negative to deduct) and the Reason.
Yearly balance sheet
The year’s balance sheet summarizes for each leave type: Carried over, Accrued, Used, Reversed, Adjustments and Balance. The employee sees the same summary in the app, under Leave balance sheet.
Next Steps
- Attendance and clock-in – how leave feeds into the timesheet
- Export for your labour consultant – approved leave reaches your consultant with the monthly file
- Employee app – how employees submit requests
Need help?
Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.
Frequently Asked Questions
How does an employee report sick leave?
From the app, by choosing Malattia (sick leave) and entering only the medical certificate's protocol number, with no notes or diagnosis. Sick leave is recorded immediately, with no approval. The protocol number is stored encrypted and every read of it is logged.
Does the employee get notified when I approve a request?
The updated status of the request, with any decision note, is visible to the employee in the app, in the Requests section.
Can I delegate leave approval to a manager?
Yes. On each employee's page you can set a Manager: that colleague will find their team's leave requests in the app, under Team requests, and can approve or reject them.
How are leave balances updated?
With Monthly accrual rules, hours accrue automatically every month; approved requests deduct them. You can record a Manual adjustment with a reason and review the year's balance sheet with carried-over, accrued, used and remaining hours.
