Public PDF and image tools work without an account. An account is needed for workspace, invoices, archive, and paid workflows.

Yes. The workspace supports issuing companies and a shared customer address book.

In most workflows, separate prefixes or sequences are safer, for example invoices, proformas, advances, and credit notes separately. This makes the document type clear. The exact rules should be confirmed with an accountant.

The recommended model is a reminder with a draft. The system prepares a prefilled invoice by schedule, but the user reviews, edits, snoozes, or cancels it before issuing.

No. A PDF is the human-readable copy. An e-invoice is structured data intended for automated processing, validation, and delivery through a channel such as PEPPOL.

Accounting XML can serve import into a specific accounting system. PEPPOL XML is an e-invoicing output with structure and validation rules for delivery. That is why the app should label buttons clearly: PDF, Accounting XML, and PEPPOL XML.

OnlineOffice prepares invoice data, validates PEPPOL UBL, shows readiness status, and keeps the delivery trace. Production PEPPOL delivery is enabled only after certification is complete or approved delivery infrastructure is connected. In the app, the user sees a practical status: ready, missing data, queued, sent, delivered, or rejected.

The user first adds an issuing company in OnlineOffice. A statutory representative or another person authorised to act for the tax entity — for example an authorised accountant — then opens vpds.financnasprava.sk, searches for epostak, and selects the entry showing Kaja Solutions s. r. o. as both intermediary and certified provider. They sign in through the Financial Administration portal, select the company, and submit its verified details. An ePostak activation link is sent to the company's contact email and is used to complete activation. Finally, they return to OnlineOffice, confirm completion of the email activation, choose Activate PEPPOL service, and approve OnlineOffice access in ePostak. OnlineOffice activates sending and receiving together, checks status automatically, and shows Active only after provider confirmation. If an accountant started the process but another authorised person must complete it, the accountant invites that person as company owner through People. The representative uses their own OnlineOffice account and their own ePostak sign-in; the password is shared with neither the accountant nor OnlineOffice. Entering a company ID or signing in to OnlineOffice does not grant authority.

In People, the accountant sends a dedicated PEPPOL authorization invitation and chooses who pays for OnlineOffice. The owner or another authorised representative accepts with their own account and completes Financial Administration selection, ePostak activation and OnlineOffice consent. If the accountant pays, their plan, issuer-company limit and pooled allowance remain assigned to the company. Later, the accountant can send the owner a separate request to take over the subscription; the owner must accept it and have an active plan with a free company place. If the representative pays but does not complete the subscription, the accountant can send a reminder or take over payment through their own plan. OnlineOffice always pays ePostak centrally; authorization is not repeated and historical usage does not change. No passwords are shared.

It means the PEPPOL/UBL check found a blocking issue, for example missing company ID, VAT ID, IBAN, address, currency, date, or invoice line. When the draft is opened through Edit, OnlineOffice shows the concrete missing data and the section to fix.

PDF, archive XML, and PEPPOL UBL are regenerated when the invoice draft is saved. If you fix the company or customer in the directory, open the draft invoice and save it so files are created from current data. Issued or locked documents must follow accounting rules and audit trail.

OnlineOffice uses practical statuses: ready, missing data, queued, accepted for processing, delivered, recipient not in PEPPOL, rejected, or not applicable. Accepted for processing is not yet proof of delivery. Users see the outcome and next action without reading technical XML.

OnlineOffice marks the document as Recipient not in PEPPOL. Deliver the same invoice another way, such as PDF by email, and do not issue a replacement invoice. Ordinary retry is blocked. If the customer registers within the statutory 15-day period, the unchanged document can be resubmitted to PEPPOL with a new technical key.

OnlineOffice activates sending and receiving eInvoices together. It delivers issued eInvoices through PEPPOL and stores incoming eInvoices with received documents, so users do not choose a separate service direction.

Not through OnlineOffice self-service settings. Sending and receiving form one PEPPOL service. If a company needs to change or leave its provider, an owner or administrator contacts support so the transition is controlled and incoming documents are not lost.

There are no credits or automatic per-document overage fees. Starter includes 50, Standard 300 and Enterprise 1,500 sent and received PEPPOL documents combined per subscription and calendar month. Invoices created or recorded in OnlineOffice are not limited. Unused base volume carries into a reserve capped at one monthly allowance; each portion lasts up to 12 months. Monthly top-ups do not carry forward. New sending pauses when available volume, including reserve, top-ups and explicit grace, is exhausted, while receiving continues. Personalized offers are also available between packages, for example for 1,000 documents.

QR payment needs valid IBAN, amount, currency, and payment identification. If IBAN is missing or invalid, the system should warn the user.

The user uploads a DOCX template with placeholders or a PDF template with positioned fields, then adds Excel/CSV data. Fields can be mapped to columns and each row creates its own document in a ZIP package.

Not always. If names differ, the user can visually map a template field to a column from Excel or CSV. For dates, company IDs, and tax IDs, the system warns about suspicious values, but the user should be able to fix mapping or ignore an unused column.

Yes. Monthly reports should be available as PDF and XLSX by vehicle, driver, and month.

Yes. The employee can request a correction and the manager approves or rejects it. Changes are recorded in audit logs.

Yes, if the app uses location. The privacy policy and in-app disclosure should match actual app behaviour.

Pricing lists only currently available public plans. Personalized PEPPOL volume and price take effect only after an agreed offer is recorded by an administrator; they are not automatically interpolated between plans.

In Slovakia, accounting and tax documents are typically handled with a 10-year retention period. OnlineOffice therefore designs longer retention for invoices, XML/e-invoice outputs, audit events, and evidence packages; the exact setting should be confirmed by the customer with their accountant or tax adviser.

Yes, where it is needed for a selected process such as onboarding, contract changes, attendance, or offboarding. The recommended principle is minimisation: store only necessary fields, restrict access by role, audit changes, and archive people who are no longer active.

No. Packs are working templates and control materials for Slovak processes. Before signing or using them with an employee, client, or authority, an authorised person should review them against the specific situation.

Check IBAN, amount, currency, payment reference, due date, and customer name. For first use, scan the QR code in a banking app and verify that the data matches the invoice.

A PDF can contain a real text layer or only an image of the page. A text layer can be selected and covered with new embedded text. A scan needs OCR first because the scan itself has no text layer.

Not always. A cover can hide content visually, while the original text may remain in the PDF. True redaction must remove or make inaccessible the original sensitive content and metadata.

For important documents, no. OCR speeds up transcription, but the resulting DOCX should be reviewed, especially numbers, amounts, names, diacritics, and tables.

In Documents, select the correct company and upload a legible receipt photo or PDF. OnlineOffice attempts eKasa lookup or OCR; compare the extracted details with the original before confirming. Correct unreadable or missing details manually.

Received documents are separated from issued invoices in the workspace. The user can upload them, review them, mark them ready or return them for review, and later include them in the monthly accountant package.

It is better to mark a missing receipt immediately so it does not disappear into memory or email. OnlineOffice creates a visible monthly item that the user or accountant can later complete, resolve, or link to a bank payment.

The monthly package combines issued invoices, received documents, receipts, missing-document records, bank evidence, and a checklist CSV. The goal is not to do accounting instead of the accountant, but to hand over a clear ZIP and show what is ready or still needs review.

Standard and higher plans support bank imports including complete booked camt.053 XML statements. XML requires the company's matching IBAN. Confirm suggestions or use manual matching for partial and split payments. Booking and document dates may differ; residual cents are not automatically written off.

An accountant or user with access to multiple companies sees a monthly client overview: document counts, ready and review items, bank evidence, missing receipts, unmatched received documents, and handoff status.

Yes. The archive should keep searchable metadata, checksum, original filename, company, document type, and period. This allows one file to be restored even when it is physically stored inside a monthly or yearly ZIP package.

No. Accounting and legal documents should be protected by a retention policy. Automatic cleanup is appropriate for temporary exports, previews, or technical data after a short period, not for accounting records.

A team workspace needs an accountable person for billing, roles, approvals, and security changes. Without OWNER or ADMIN, subscription handling and internal controls become fragile.

It is an operational overview showing whether paid accounts have billing profiles, workspaces have owners, companies have billing identity, and enterprise workflows have no blocked or overdue steps.