Frequently Asked Questions

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.

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, sent, delivered, rejected, or not applicable. The goal is that users do not need to read technical XML and can see the next action.

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.

No. A route is recorded only when explicitly enabled or when the user starts a trip. Ignored detection should not store a detailed route.

Yes. The user can select a vehicle, tap start, end the trip, and add purpose, client, or project.

Route point retention should be configurable, typically 30 to 60 days. After expiry, only the accounting trip summary remains.

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

No. Smart Presence should store only workplace enter/exit events during active work windows.

Not as a default purpose. OnlineOffice is not meant to be a live employee tracking tool. Attendance works with event evidence.

It should not be collected outside active work windows, during vacation, sick leave, public holiday, or approved absence.

Yes. Employees should see attendance events, suggestions, and the option to request corrections.

Yes. The module should be enabled according to workspace settings and device system permissions.

An audit trail is the history of important actions: who changed what, when, and on which document, invoice, or process.

Approvals block sensitive actions, such as invoices over a threshold or bank account changes, until an authorised person confirms them.

First, create a process template with steps. Then start it for a specific client, invoice, or case. Each step has status, notes, and progress so the team can see what is pending, blocked, or done.

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

An add-on can unlock a specific module on top of a plan, such as Control Center. Price and limits should be shown in pricing.

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.

Only for enabled modules that need it: Smart Presence for workplace geofence enter/exit events or Smart Trips during a clearly active trip mode. The app must not secretly collect location outside configured windows, absences, or disabled modules.

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.

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.

The bank account on an invoice is sensitive. Approval adds a second check, approver comment, and audit trail with both old and new value.

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.