Managing Clients and Suppliers

FatturaSmart allows you to create a complete registry of clients and suppliers to reuse in your invoices. Instead of entering the same data every time (VAT number, address, recipient code), you can select a saved client and fill out the invoice in seconds.

Why use the client registry?

A well-organized registry helps you:

• Save time: enter client data once, reuse it in all invoices
• Avoid errors: SDI code and PEC are always correct, no more rejected invoices
• Automate communications: automatic PDF courtesy copy and payment reminder emails
• Analyze revenue: view statistics, invoice history, and payment times for each client

Accessing the registry

1. Log in to FatturaSmart
2. Click on Contacts in the sidebar menu

You’ll see a list of all saved clients and suppliers, with name, VAT number, and other key information.

Filtering by type

At the top of the page you’ll find three filters:

Use the search bar to quickly find a contact by typing the company name or VAT number.

Creating a new client

1. Click the “Create” button in the top right
2. Fill in the form fields

Available fields

Company Data

Electronic Invoice Contact

Billing Address

Contact Information

Client Classification • ISA (Optional)

For those who need to report ISA data (Synthetic Reliability Indices), you can classify the client:

These fields are optional and only useful if you need to compile ISA data.

Automations

3. Click “Save” to create the client

After saving, you’ll see the message “Registry updated” and be returned to the list.

Viewing client details

Click on a client’s row to see their detailed card with:

Statistics

• Total Invoiced: how much you’ve invoiced to this client, with year-over-year percentage change
• Outstanding: the amount still to be collected
• Average Payment: how many days on average the client takes to pay invoices
• Last Invoice: date and number of the last invoice issued

Saved Information

• Company data (VAT number, Fiscal Code, SDI Code)
• Contacts (email, PEC, phone)
• Complete address
• Active automations

Quick Actions

From the client card you can:

• Create Invoice: directly opens new invoice creation for this client
• Edit: modify the registry data
• Analyze: view the complete invoice history

Editing a client

1. Click on the client’s row in the list
2. Click the “Edit” button in the top toolbar
3. Modify the desired fields
4. Click “Save” to confirm

Deleting a client

1. Open the client’s record (by clicking on their row in the list)
2. Click “Edit”
3. Scroll to the bottom of the page
4. Click the “Delete” button (red)
5. Confirm the deletion

Bulk deletion

You can delete multiple clients at once:

1. Select clients using the checkboxes on the left
2. A bar will appear at the bottom showing the number of selected items
3. Click the “Delete” button in the bar
4. Confirm the deletion

Analyzing a client

The Analysis feature lets you see the complete invoice history for a client:

1. Open the client’s card
2. Click “Analyze” or click “View Invoices” in the documents section

What you see on the Analysis page

• To collect: total of unpaid invoices
• To pay: total of passive invoices (if the entity is also a supplier)

Documents Table

For each invoice you’ll see:

Click on a row to open the invoice in PDF format.

Exporting data

You can download the invoice history in two formats:

• Download PDF: generates a PDF report with all invoices
• Download CSV: exports data in Excel/CSV format for further analysis

Importing clients

If you’re switching to FatturaSmart from another software, you can import your registry instead of entering everything manually.

1. Click the “Import” button in the top right
2. Follow the 3-step guided procedure

Step 1: Choose the format

Step 2: Upload the file

• Drag the file into the indicated area or click to select it
• Accepted formats: CSV, XLS, XLSX

Step 3: Verify the results

After importing you’ll see:

• New imports: clients that didn’t exist and have been created
• Updated: existing clients that have been updated with new data

Using clients in invoices

When creating a new invoice:

1. In the “Client” field, start typing the name or VAT number
2. Select the client from the list that appears
3. The system will automatically fill in:
   • Company name
   • VAT number and Fiscal Code
   • Recipient Code and PEC
   • Complete address

You can also create a new client directly from the invoice by clicking “Create new”.

Frequently asked questions

What’s the difference between a client and a supplier?

In FatturaSmart, the distinction is made by the Client Type in the ISA section:

• Clients: entities you issue invoices to (codes E13, E14, E15)
• Suppliers: entities you receive invoices from (codes E16, E17)

If you don’t fill in the type, the registry entry will be visible in both filters.

Can I have a client who is also a supplier?

Yes. You can create a single registry entry and use it for both issuing and receiving invoices. The system automatically tracks active and passive revenue.

What happens if I change a client’s address?

Invoices already issued retain the original address. Only new invoices will use the updated address.

How do I enter a foreign client?

For foreign clients:

• VAT Number: enter the country code followed by the number (e.g., DE123456789)
• Recipient Code: enter XXXXXXX (7 X’s)
• Province: use EE to indicate “foreign”

Can I send emails to multiple people at the same company?

Yes. In the Email field you can enter multiple addresses separated by commas. All will receive automatic communications (courtesy copy, reminders).

How does the automatic reminder work?

If you enable the “Automatic payment reminder” option:

1. FatturaSmart monitors invoice due dates
2. When an invoice expires, it automatically sends a reminder email
3. The email is sent to the addresses configured in the Email field

Can I duplicate a client?

There is currently no direct duplication feature. To create a similar client, create a new registry entry and use the automatic VAT number lookup to speed up data entry.

Need help?

If you have questions about managing your client registry:

• WhatsApp: +39 351 410 2536
• Email: info@fatturasmart.com

We respond personally, no bots!