Payslips
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.
Every month your labour consultant sends you a single PDF with all the payslips. With FatturaSmart you upload it once: the file is split, each payslip is matched to the right employee and, once you’ve checked, you deliver them all with one click. You also know who received it and who opened it.
FatturaSmart doesn’t process payroll: calculating payslips remains your labour consultant’s job. FatturaSmart sends them the month’s attendance, leave and expenses (see Export for your labour consultant) and helps you distribute the payslips they produce.
Before You Start
Check that each employee’s record includes:
- Tax code and Last name, used to match the payslips
- Email, needed to notify the employee that the payslip is available
See Turn on the Employees module.
Step 1: Upload the Month’s PDF
- Go to Employees → Payslips
- Select the Month
- Click Upload PDF and choose the file you received from your consultant
The file can be up to 25 MB and must contain one payslip per page.
Step 2: Check the Matches
FatturaSmart splits the PDF page by page and matches each page to the employee with a double check:
- it looks for the employee’s tax code on the page
- it verifies that the employee’s last name also appears on the same page
At the end you see a summary with the number of pages, how many were matched and how many are to match.
| Status | Meaning |
|---|---|
| To match | The page wasn’t matched with certainty to any employee |
| Matched | The page is linked to an employee, ready to send |
| Sent | The payslip was delivered to the employee |
| Read | The employee opened the payslip |
Match the remaining pages by hand
- Filter the payslips To match
- If needed, use Download to check the page
- In the Employee column, instead of Not matched, choose the employee from the menu: the Payslip matched message appears
Step 3: Send to Employees
When all matches are correct, click Send to employees and confirm.
Warning: no payslip is sent until you confirm, but once confirmed, sending cannot be undone. Check the matches before you proceed.
After sending:
- each matched employee receives an email with the link to access their payslip (the PDF is not attached to the email);
- the payslip appears in the employee’s FatturaSmart app, in the Payslips section, where they can open and download it;
- the payslip is delivered only to employees with the Active status; anyone who doesn’t have an email yet or hasn’t activated the app receives it when their status becomes Active;
- the link in the email is valid for 15 minutes: if it has expired, the employee opens the app or requests a new link from the login screen.
Delivery and Reading
FatturaSmart records the delivery date and the read date of each payslip. In the list you’ll see the Sent status and, once the employee opens it, Read. In the app the employee sees the same information as Delivered and Read.
Next Steps
- Export for your labour consultant – send your consultant the data to prepare the payslips
- Employee app – how employees view their payslips
Need help?
Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.
Frequently Asked Questions
Does FatturaSmart calculate payslips?
No. FatturaSmart doesn't process payroll: your labour consultant prepares the payslips. FatturaSmart helps you distribute them, splitting the consultant's PDF and delivering to each employee their own payslip.
How does FatturaSmart know whose payslip each page is?
It splits the PDF into one page per payslip and matches each page to the employee by looking for their tax code; as a safeguard, the last name must also appear on the page. Pages that fail the check stay To match and you assign them by hand.
Are payslips sent as soon as I upload the PDF?
No. No payslip is sent until you click Send to employees and confirm. Sending cannot be undone, so check the matches first.
Does the employee receive the PDF by email?
No, the PDF is not attached to the email. The employee receives an email with a sign-in link and finds the payslip in the FatturaSmart app, in the Payslips section, where they can open and download it.
