Guides — product user manual
Everything you need to know to get the most out of SamBooks: first access, chatting with Sam, integrations, API.
Record a manual double-entry journal entry
How to post an accounting entry by hand in debit and credit: date, reason code, choosing the accounts, balancing, saving, and where to find the entry afterwards. In SamBooks most accounting entries…
Open the guideFix a SamBooks invoice rejected by SDI
An invoice came back with the status "Rejected by SDI"? Here is how to read the real reason, fix the document, and resend it without losing its invoice number. When sending an e-invoice fails,…
Open the guideProtect your account with a passkey and authenticator app
A passkey lets you sign in without a password, using your fingerprint or face: here's how to set it up, plus the authenticator app and backup codes. Under Settings → Security you'll find three tools…
Open the guideLedger entries SamBooks generates from documents
Not every general-ledger line is something you typed: many are created automatically when you issue an invoice, record a cash sale, or pay a tax form. Here's how to recognize them, understand how…
Open the guideManage warehouse items, services and price lists
Warehouse items is where you record everything you sell or buy: physical items (stock-managed or not), services that never carry stock, and the price lists that decide which price an item or service…
Open the guideRead the CEE balance sheet: statement of financial position, income statement and KPIs
Understand the Balance sheet page: statement of financial position, income statement, four key indicators, and where every figure comes from. The Balance sheet page ( /bilancio ) shows the company's…
Open the guideUnblock a settled VAT period or a closed fiscal year
A message stops you recording or deleting an entry: VAT period already settled, or fiscal year closed. Here is what it means and how to get past it. SamBooks stops you from writing or deleting an…
Open the guideRecording daily retail cash sales
A cash sale entry records the day's B2C takings: no invoice, just VAT split from the gross. SamBooks generates the entry itself, no XML, no SDI. A cash sale entry is how you record retail sales to…
Open the guideIssuing a TD05 debit note
Unlike a credit note, which reverses, a TD05 debit note adds an amount to an invoice you've already issued: a price adjustment, a surcharge, an accessory expense you forgot. It's its own document,…
Open the guideReceive goods and register the purchase delivery note
When a supplier delivers goods, you record the arrival with a purchase delivery note (DN): here is how to create one, either from an order or from scratch, and how the warehouse actually gets loaded.…
Open the guideFixing missing mandatory data on an invoice
An invoice stays "Draft" until it has every piece of data e-invoicing requires: SamBooks lists them one by one in a panel, split between "this invoice" and "your company." Here's how to read it and…
Open the guideManage the VAT code catalog (rate and nature)
Create, edit and archive the VAT codes that invoice lines use to work out the rate and the FatturaPA nature automatically. A VAT code is a plain-language label (for example "VAT 22%", "Non-taxable -…
Open the guideSending an invoice to SDI and what happens next
How to transmit a sales invoice to SDI from SamBooks: the compliance check that runs first, the irreversible confirmation and the statuses that follow. In SamBooks, issuing an invoice and…
Open the guideSam, your AI assistant
Sam is the AI assistant built into SamBooks, always by your side in the right-hand panel on every page. You talk to it in plain language, like a colleague at the firm: it reads your company's entire…
Open the guideFix or cancel a general ledger entry
Recorded something wrong in your general ledger? Here are the three ways to fix it — edit, reversal, or deletion — and which one applies to your case. A wrong ledger entry is never handled lightly in…
Open the guideCreate a Sales Invoice in SamBooks
From the “New invoice” form to a saved draft: customer, document type, line items, discounts and totals for recording a sale and moving it toward issuance. This is where every sales invoice in…
Open the guideReverse an invoice with a credit note
How to cancel or reduce an invoice already sent to the SDI with a credit note: full or partial reversal, numbering, sending, and effects on due dates and stock. Once an electronic invoice has been…
Open the guideMailbox: connect Outlook or Gmail
The Mailbox connects your Outlook or Gmail account inside SamBooks: read and write email, find your attachments, and bring invoices and documents into your accounting or into the chat with Sam —…
Open the guideManage your sales orders
Sales orders are where the customer-facing sales cycle starts: the delivery note (DDT) and the invoice both come out of an order. This guide walks you through creating an order (by hand or from an…
Open the guideCreate a sales delivery note with the wizard
The "New delivery note" wizard builds the goods dispatch document (the Italian DDT, a legally required delivery note) from one or more sales orders, or from scratch, in three guided steps. A delivery…
Open the guideRecording a Receipt or Payment
Close a due item in your open items list by recording a customer's receipt or a supplier's payment, in full or in part, plus the journal entry it creates. When you issue a sales invoice or record a…
Open the guideReconciling bank transactions
How to import your bank statement into SamBooks and match every transaction to an invoice, to an open due item or to a new journal entry. Reconciling the bank means ticking off, one by one, the…
Open the guideManage suppliers
Create an Italian, EU or non-EU supplier with auto-filled data, complete its payment terms and addresses, and manage it through its whole lifecycle. In SamBooks, suppliers are the counterparties you…
Open the guideBrowse the chart of accounts: classes, groups, accounts and sub-accounts
The SamBooks chart of accounts lists every account your company's bookkeeping can use — here's how it's organized and how to find the right one. The chart of accounts is the full list of accounts…
Open the guideRecording a supplier invoice (SDI, manual or PDF)
How a supplier invoice reaches SamBooks — through SDI, by hand or from a PDF — and how you check it, assign the account and post it to the journal. This guide follows a purchase invoice (also called…
Open the guideLink purchase orders, delivery notes and invoices
How SamBooks keeps a purchase order, its delivery note and its invoice linked together, what “To confirm” or “Mismatch” mean, and how to turn on the automatic 3-way match before posting. A purchase…
Open the guideManage shipments and loading orders
From a carriage-free sales order to delivery: plan the transport, choose between your own fleet, a third-party carrier or a courier connected through ShippyPro, generate the loading order and the…
Open the guideShipments in SamBooks
This is where you organize transport for your sales orders, from the moment an order is ready to ship through to delivery: choose how to ship it (your own fleet, a trusted carrier, or a ShippyPro…
Open the guideSet VAT rate, nature code and split payment on an invoice
Every invoice line has a VAT code field that sets the rate and nature, and for PA customers, split payment. Here is how to use it and what happens if you err. The "VAT code" field on each invoice…
Open the guideYear-end physical inventory
How to count actual year-end stock in SamBooks, compare it against the system balance, and automatically generate the accounting entry for the change in inventory. The physical inventory is the…
Open the guideInvoice numbering, series and Draft/Ready status
In SamBooks an invoice is born without a number , and only gets one the instant you transmit it to SDI: not before, not at creation, not when it becomes "Ready." This isn't a delay or a bug: it's the…
Open the guideWithholding tax, welfare fund and stamp duty on invoices
Three amounts that add to the calculation on a professional-services invoice: you set the withholding tax line by line, you fill in the welfare fund contribution in its own section, and virtual stamp…
Open the guideInvoice month-end delivery notes (TD24)
Group a month of sales delivery notes (DDT) into one TD24 deferred invoice per customer, from the delivered goods to the SDI submission. Through the month you deliver goods to customers and issue a…
Open the guideReason codes and recurring accounting templates
Reason codes label each journal entry with a category and a default description, and templates let you reuse the entries you post every month without retyping them: here's how both work. Every…
Open the guideCreate a custom account in the chart of accounts
When the standard chart of accounts doesn't cover a specific need, add your own account: here's what to fill in, what you can change later, and what never changes. SamBooks' chart of accounts starts…
Open the guideCreate and manage a purchase order
A purchase order commits goods with your supplier before they arrive: here is how to create it, confirm it, send it, and receive it as a delivery note (DN). The purchase order is the first document…
Open the guideRecording warehouse stock movements
How to record inward and outward stock movements, adjustments and transfers in SamBooks, and understand how each one affects the weighted average cost. The Warehouse page keeps track of every…
Open the guideDaily receipt or invoice: which one to issue
Figure out in a minute whether a sale should be recorded as a daily receipt or actually requires a full invoice. SamBooks offers two different ways to record a sale: the daily receipt (Daily receipts…
Open the guideRecurring invoice automation
Set up a recurring sales invoice template and let SamBooks generate it automatically at each due date, instead of recreating it by hand every month or quarter. If you invoice the same thing to the…
Open the guideExpense notes, receipts and employee reimbursement
How to record a receipt, a petty-cash outlay or an employee expense note in SamBooks, and how the employee reimbursement gets settled. An expense note is for expenses that are not electronically…
Open the guideOpen items and aging
Open items brings together unpaid invoices, F24 tax payments and expense note reimbursements, with the aging of every due date and quick access to receipts, payments and reminders. Open items is…
Open the guideCreate and Send a Quote to a Customer
How to build a quote with discounted lines, send it to your customer with an online acceptance link, and what actually happens once they reply. A quote is a commercial — not fiscal — document you use…
Open the guideComplete your SamBooks onboarding
When you sign in to SamBooks, the dashboard shows an onboarding card with the steps to get started right. Follow them in the recommended order: in a few minutes your company is up and running. This…
Open the guideVAT plafond and letters of intent
How SamBooks computes your export VAT plafond, where you read what is left of it, and how you record the letters of intent you receive from clients and issue to suppliers. A company that sells abroad…
Open the guideConfirm your tax profile
The tax profile tells SamBooks what kind of company you are: regime, VAT, ATECO code, and whether you're a habitual exporter. It's the first onboarding step because many automations (menu sections,…
Open the guideInvite your team and accountant
Work in SamBooks together with your colleagues and your accountant, on a single platform. Users are free and unlimited : invite whoever you need and choose each person's access level. SamBooks isn't…
Open the guideCustomize the navigation sidebar
Choose which sections appear in the left-hand menu: keep only the ones you actually use, for a cleaner interface. Hiding a section deletes nothing — you can turn it back on whenever you want.…
Open the guideImport data from your old accounting software
Bring your company's accounting into SamBooks by uploading the export from the software you used before: customers, suppliers, chart of accounts, bookkeeping entries, open items and fixed assets. Sam…
Open the guideSDI recipient code in your AdE tax drawer
The recipient code ( codice destinatario ) is the 7-character digital identifier that electronic XML invoices use to reach the right software through the Italian Revenue Agency's Exchange System…
Open the guideFatturaPA tax regime codes RF01-RF19 explained
The tax regime ( regime fiscale ) is the 4-character code ( RFxx ) that every company states on its electronic XML invoices — in the <RegimeFiscale field of the CedentePrestatore (seller) block. It…
Open the guideRegister your company on SamBooks
Registering your company on SamBooks takes two minutes: you sign up online, confirm your email and — once the company is verified — get access to every feature. This guide walks you through it:…
Open the guideConnect Stripe to SamBooks
Stripe is one of the most widely used systems to collect online payments: recurring subscriptions, one-off payments, checkout for SaaS and digital services. But Stripe only collects money : it does…
Open the guideSign up as an accountant
Signing up to SamBooks as an accountant is simple: you create your firm (Studio) profile, verify your enrolment in the Italian accountants' register ( Albo CNDCEC ) and manage every client company…
Open the guideVerification email not arriving
Didn't get the SamBooks verification email? It has almost always landed in spam or just needs a few minutes. Here's how to recognise it, where to look across the main providers (Gmail, Outlook,…
Open the guideSign in and save the login
To sign in to SamBooks you use your email and password on the login page. The handiest way to find it every day is to bookmark the link in your browser: here's how to sign in and keep the login one…
Open the guideInstall SamBooks on your desktop
Installing SamBooks as a desktop app gives you a dedicated icon, its own window (no browser bars) and a faster launch: it's the same SamBooks as the website, just handier. Here's how to install it on…
Open the guideTurn on push notifications
SamBooks push notifications are the alerts your computer shows you even when the app is closed : tax deadlines, SDI invoice outcomes, bank movements. They appear as system notifications —…
Open the guideDownload your company visura for free
Downloading your company's visura camerale (Italian business-registration document) is free : if you're the owner or a director you get it in minutes from the Entrepreneur's Digital Drawer…
Open the guideManage projects and jobs
In SamBooks a job brings together the client, description, pricing and budget of a project-based engagement. On that basis SamBooks compares in real time what you planned against what you actually…
Open the guideLog hours and invoice projects
Record the time worked on each job, get it approved and turn it into a draft electronic invoice — by time and materials or by fixed-fee progress billing — without re-keying anything. Enter hours from…
Open the guideClickUp integration
Connect ClickUp once, pick a date range, and SamBooks pulls in the hours your team tracked. Imported entries become timesheets ready to invoice, with no double data entry. Rates and project value…
Open the guideManage your customers
In SamBooks your customers are the recipients of your invoices: you can create them in seconds by letting SamBooks look up the company details for you, keep a book of delivery addresses, assign…
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