Guides — product user manual
Everything you need to know to get the most out of SamBooks: first access, chatting with Sam, integrations, API.
Generate an F24 tax form
How an F24 is born in SamBooks: from a VAT settlement, withholdings or the flat-rate scheme, or built line by line, with the checks made before creating it. The F24 is the form Italian businesses use…
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 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 guideManage warehouse items, services and price lists
In Warehouse items you register everything you sell or buy: physical items (with or without stock tracking) and services, which never have a stock level. From here this data feeds quotes, orders,…
Open the guideCreate and manage price lists
A price list decides which price SamBooks proposes for an item or a service on a sales document: general, reserved to one customer, tiered by quantity, with cascading discounts. A price list…
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 guidePreparing the Certificazione Unica for the professionals you paid
How to generate the CU for the professionals you paid a fee to with withholding tax applied, and why it sometimes comes out with nobody in it. When you pay a freelance professional's invoice…
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 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 guideRecording CU received and checking the gap against your entries
How to file the Certificazione Unica forms you receive from your withholding-agent clients, including by importing from PDF, and how to read the automatic gap against your accounting entries. When…
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 guideAsset disposal: capital gain and loss
When you sell or scrap a depreciable asset, SamBooks calculates the remaining depreciation, the capital gain or loss, and posts everything to the ledger with a single confirmation. Disposing of an…
Open the guideRecovering a forgotten password
Can't log in because you don't remember your password? Here's the actual step-by-step path: from the link on the login page to your new password, including what happens if you have a passkey or an…
Open the guideRecording a customs declaration for extra-EU imports
How to record the DAU of an extra-EU import, what happens in the journal, and what the product doesn't do yet — duties aren't posted, and there is no "paid" status you can ever reach. A customs…
Open the guideCalculating IRES and IRAP and balancing the worksheet
How to read the IRES/IRAP reconciliation worksheet computed from your accounting records, correct a value when needed, add a manual adjustment, and understand what "out of balance" means. The…
Open the guideCompute an Intrastat period and complete the lines
How to turn the section on, generate the period's lines from EU invoices you've already recorded, complete the missing data, and move them to confirmed. Intrastat is SamBooks' section for the…
Open the guideGenerate the Intrastat file for Intr@Web
From confirmed lines to an XML file ready to upload — and what's already final before you even generate it. This guide covers the step after Compute an Intrastat period and complete the lines: once a…
Open the guideCreating a pickup order from a purchase order
How to organize picking up goods at a supplier when transport is on your account: where the pickup order is created, its steps, and what it does NOT do on its own (it doesn't generate the purchase…
Open the guideDeactivating your SamBooks account
How to suspend your personal access to SamBooks, what happens right after, and why it's neither a permanent deletion of your account nor of the company. At the bottom of the Profile page in your…
Open the guideExporting your company data as CSV or ZIP
How to download a snapshot of your company's accounting data — customers, suppliers, chart of accounts, daybook and general ledger — as CSV files or a single ZIP, so you can move to another…
Open the guideManaging privacy consents and AI transparency
Where to check what you've consented to, how to browse the history, and what SamBooks discloses about the AI models behind Sam — all in one page of your personal settings. The Consents page, under…
Open the guideUnderstanding the difference between User settings and Company settings
SamBooks has two separate settings hubs — one that's yours, one that belongs to the company — reached from two different spots in the sidebar. Mixing them up is the most common way to end up in the…
Open the guideThe Firm portal: running your clients from one dashboard
This guide is for the accountant (or a colleague at their firm) who manages several client companies on SamBooks from a single dashboard. If you're the administrative employee of a client company,…
Open the guidePicking up goods from a supplier with a courier (pickup order and automatic transport)
What happens, step by step, when you have a carrier or courier pick up the goods: from the pickup order all the way to the automatic generation of the transport-cost purchase order to the carrier,…
Open the guideDefine and manage financial years in SamBooks
How to configure your company's financial year: when you need to, how to add, edit, lock or delete a financial year, and what decides the financial year of an entry. By default every company in…
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 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 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 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 guidePrepare the annual VAT return
How to build the company's annual VAT return from data you've already recorded: what you need first, what happens when you press "Prepare", and what changes in the accounts. The Annual VAT card on…
Open the guideRecord 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 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 guideCreating a proforma or fee notice
How to fill in the pre-fiscal document that comes before the real invoice: customer, lines, social security fund and withholding tax, payment terms — and why SamBooks sometimes calls it "proforma"…
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 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 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 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 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 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 guideThe yearly accounting cycle: from documents to closing
The correct order of a financial year's accounting stages, what's automatic and what needs your action, and why skipping one step locks the next. This guide is a map , not a manual: it fixes the…
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 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 guideConnecting Shopify and managing e-commerce orders in SamBooks
From connecting your store to the invoice or daily-takings record for each order, through returns and shipments: how the Shopify integration works, what it does on its own, and what stays an action…
Open the guideGenerating accruals, deferrals and period-end adjusting entries
How to use the automatic generator that closes a month, quarter or financial year with the matching entries: accruals, deferrals and — if you want — asset depreciation, in a single batch. The…
Open the guideManaging notifications: push, email and per-category preferences
How to choose what you receive, on which channels, and who in your company gets what: from desktop push notifications to per-category preferences, down to the weekly email summary. From your name in…
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 guideSetting payment terms, instalments and due dates on a sales invoice
How to decide when and how a customer pays a sales invoice: the "Payments and due dates" block, instalments, the account the money lands on, and what happens if you leave it blank. Every sales…
Open the guideIssue and download the journal ledger
Download the PDF of your fiscal year's journal ledger, or just an extract for a chosen period: where to find it, what it contains, and how progressive numbering works. The journal ledger is the…
Open the guideManage cash & bank accounts
How to create, edit, set as default and delete your bank, cash, card and PSP accounts, and how they connect to the chart of accounts. Cash & bank accounts are the record of every place your money…
Open the guideSend a payment reminder
How to send a payment reminder to a customer with an overdue invoice, picking a tone and reviewing the email before it goes out. When a customer misses an invoice due date, SamBooks lets you send a…
Open the guideReconcile supplier item codes
When a supplier uses their own item code that's different from yours, you link it once to your catalog: from the next invoice on, SamBooks recognizes it on its own. Many suppliers write their own…
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 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 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 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 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 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 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 guideFrom VAT settlement to F24 payment
The thread that connects three guides: from a VAT settlement in debit to an F24 tax form, from the form to a registered payment, and what happens if you cancel a step halfway through. This guide does…
Open the guideUpdate your company data and logo
Where to change legal name, VAT number, ATECO code, address, contacts and logo in SamBooks — what has a form to fill in, and what you have to ask Sam instead. Your company's registry and tax data are…
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 guideImport your bank statement in SamBooks
Today, bank transactions get into SamBooks by uploading your bank statement file: here is how to connect the account and import the file step by step, with every supported format. The Bank page (…
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 guideDownload the reconciliation worksheets to hand to your accountant
How to get, as PDF or CSV, readable worksheets for the annual VAT return and the corporate income tax (SC) summary, ready for your accountant. At the top of the Tax returns page (left menu,…
Open the guideBooking the withholding tax your clients deduct
How a withholding tax deducted by one of your clients moves from "pending" to "recorded" — and why the button that records it isn't where you'd expect. When you issue a fee note (invoice type TD06 )…
Open the guideCalculate and post asset depreciation
Read an asset's depreciation plan, post depreciation charges one at a time or in bulk, and understand the reduced first-year rate. Every active asset has a depreciation plan calculated automatically…
Open the guideDownload the annual VAT return XML and hand it to your accountant
What the file you download from an annual VAT return's detail page really contains, what it is NOT, and who actually sends it to the Italian Revenue Agency. After preparing the annual VAT return…
Open the guideRead the bank ledger in SamBooks
The «Accounting» tab on the Bank page is the ledger of your cash and bank accounts: every journal entry that moved money, with its reconciliation status shown row by row. When you open Finance → Bank…
Open the guideCollecting or converting a proforma into an invoice
From a pre-fiscal document already sent to the customer to a real TD06 invoice: two different paths — one also records the collection, the other only generates the invoice — plus how to cancel a…
Open the guideCompute the VAT settlement
How to compute, read, cancel and recompute the periodic VAT settlement in SamBooks: what counts toward the total, which period it lands in, and how to clear a reconciliation error. The VAT settlement…
Open the guideDownload VAT registers and LIPE
How to download the stamped VAT registers (sales, purchases, receipts) and generate the quarterly LIPE communication XML to hand over to your accountant. Once a VAT settlement has been computed,…
Open the guideThe tax calendar
The tax calendar brings together, in one place, every deadline your company owes to the Revenue Agency, INPS, INAIL and your municipality over the next 12 months, with the amount whenever SamBooks…
Open the guideThe boundary with your accountant
In the Filings area SamBooks calculates, prepares and generates the files: formal review and submission to the authorities always stay with your accountant or a licensed intermediary. This guide…
Open the guideRegister an F24 payment and cancel it
What happens after an F24 is generated: registering the payment, linking it to a bank transaction, cancelling it, and the real effects on your books. Once an F24 exists (companion guide Generate an…
Open the guideClosing the financial year: the year-end procedure
The statutory year-end closing, step by step: what SamBooks checks before it lets you start, the entries it actually generates, what it locks from that moment on, and how to reopen the new year.…
Open the guideFind and download every document from the Archive
Where to find, in one place, every XML invoice, courtesy PDF, F24 form, VAT return and OCR document SamBooks has already produced — and how to download them one by one or in bulk. The Archive is a…
Open the guideGenerating IRES and IRAP F24 forms with balance and advances
How the direct-tax balance and advance F24 forms are created from the finalised tax return: the dialog's three parameters, the two thresholds that decide whether and how the advance is paid, and…
Open the guideFinalising the tax return and generating XML and deferred tax
How to freeze the IRES/IRAP worksheet figures with finalisation, what changes from that point on, and how to get the resulting declaration XML files and deferred tax entry. Once the IRES/IRAP…
Open the guideSelf-invoices and VAT integration for reverse charge (TD17, TD18, TD19)
When you buy goods or services from a supplier who doesn't apply Italian VAT — a foreign supplier, or a domestic transaction subject to the reverse charge mechanism — you, the buyer, have to…
Open the guideRoles and permissions in SamBooks
The company roles in SamBooks — Manager, Administrative, Viewer — and what each one can see or write in every area of the platform, not just the team. Everyone who accesses your company in SamBooks…
Open the guideWarehouse reasons and locations
Learn how the reasons that drive every warehouse movement work, and how to create, edit and delete your company's warehouses. Every warehouse movement — a load, an unload, a transfer, an adjustment —…
Open the guideStock and warehouse valuation
Learn how to read stock by warehouse, spot items running low, and check your warehouse value at weighted average cost, with PDF and CSV export. The Warehouse page (menu Warehouse → Warehouse , at…
Open the guideSet up document numbering series
Create, edit and archive the numbering series for issued documents from the Company settings page: name, prefix, scope and default series. A numbering series is a self-contained progressive counter:…
Open the guideRecord a Customer Return
The Returns module ties together the three documents a return produces: the delivery note that puts the goods back in stock, the credit note that reverses the invoice, and the return shipping label.…
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 guideReactivate an expired or locked subscription
If SamBooks shows "Subscription not active," your data stays safe: here's what remains reachable during the lock and exactly how to get out of it by subscribing to a plan. When a company is left…
Open the guideChoose and change your subscription plan
Compare the four SamBooks plans, subscribe to the right one, upgrade in one click, or move to a lower plan from the payment portal. SamBooks runs on a subscription: every company has a plan that sets…
Open the guideChoose the Right Electronic Invoice Document Type
The "Document type" field on an Italian e-invoice isn't a technicality: it decides what you're actually issuing. This guide explains which code to use for each situation, and which ones SamBooks…
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 guideManage the fixed asset register
How to find, create and correct the master data of depreciable assets: the list, the two ways to create one, and the detail page's five tabs. The Assets section (left menu, under Accounting, page…
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 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 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…
Open the guide