Automatic Payment Registration
Automatic payment registration is a FatturaSmart feature that speeds up payment management for invoices paid at the time of issue. When you send an invoice with a Cash or Card payment method, the system offers to automatically record the payment.
How it works
When this feature is enabled and you send an invoice with a Cash or Card payment method, FatturaSmart shows a confirmation dialog with the payment details:
- Payment method: the method selected on the invoice
- Amount: the invoice total
- Payment date: the invoice issue date
You can then choose from three options:
| Option | What happens |
|---|---|
| Yes, register the payment | The invoice is sent and the payment is automatically recorded as collected |
| Send without registering payment | The invoice is sent but the payment is not recorded |
| Cancel | The operation is cancelled and the invoice is not sent |
Note: This feature only activates for Cash and Card payment methods, which are typically settled at the time of document issue.
Enable or disable the feature
Automatic payment registration is enabled by default on all profiles. You can change this setting at any time.
Access the settings
- Log in to FatturaSmart
- Click on Profile in the sidebar menu
- Select Automations
Change the setting
On the Automations page you’ll find the “Automatic payment registration” option with a toggle switch:
- On (blue): when you send invoices with Cash or Card, you’ll be asked whether to register the payment
- Off (gray): invoices are sent normally without offering automatic registration
Click the toggle to change the state. The change is saved immediately and you’ll see the message “Saved successfully”.
When to use this feature
Recommended to enable if:
- You issue invoices that are paid immediately (e.g., retail sales, services with immediate payment)
- You want to save time by avoiding manual payment registration
- You frequently use Cash or Card payment methods
Recommended to disable if:
- You prefer to register payments manually at a later time
- Your clients pay with Cash or Card but not at the time of issue
- You want more control over payment registration
Supported payment methods
Automatic registration only activates for these payment methods:
| Code | Payment method |
|---|---|
| MP01 | Cash |
| MP08 | Card payment |
For other methods like Bank transfer (MP05), Check (MP02), or Direct debit (MP12), automatic registration is not offered because payment typically occurs at a later time.
Where the payment is recorded
When you confirm automatic registration:
- The payment is saved in the invoice’s Payments section
- The invoice status changes to Paid
- The movement is recorded in the Journal with the note “Created by FatturaSmart”
To view recorded payments:
- Open the invoice
- Scroll to the Payments section
- You’ll see the list of payments with date, amount, and method
Difference from manual registration
| Aspect | Automatic registration | Manual registration |
|---|---|---|
| When | At the time of sending the invoice | At any later time |
| Amount | Always the invoice total | You can enter partial amounts |
| Methods | Only Cash and Card | All available methods |
| Balance account | Automatically associated based on method | You can choose the balance account |
Tip: If you receive a partial payment or on a different account than usual, you can always register the payment manually from the invoice’s Payments section.
Frequently asked questions
Can I edit an automatically registered payment?
Yes. You can edit the date, notes, and payment method of any registered payment. The amount cannot be modified: if needed, delete the registration and create a new one.
What happens if I disable the feature after already registering some payments?
Previously registered payments remain unchanged. The setting change only affects future invoices you send.
Can I still choose not to register the payment on a case-by-case basis?
Yes. Even with the feature enabled, when you send an invoice with Cash or Card you can always choose “Send without registering payment”. The choice is always yours.
Is the payment registered even if the invoice isn’t delivered?
No. Payment registration only occurs if the invoice is successfully sent through the Exchange System (SDI).
Next steps
After configuring automatic registration:
- Configure Balance Accounts to better organize your collections
- Check the Journal to verify automatically recorded movements
Need help?
If you have questions about automatic payment registration:
- WhatsApp: +39 351 410 2536
- Email: info@fatturasmart.com
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