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SmartBill Integration

SmartBill is the leading cloud invoicing platform in Romania πŸ‡·πŸ‡΄, designed specifically for the Romanian fiscal and legal requirements. When configured in CADENSA, you can issue legally valid invoices (facturi fiscale) directly from your tracked time entries, with full e-Factura / ANAF compliance.

Supported countries

SmartBill is designed for businesses registered in Romania πŸ‡·πŸ‡΄ (with a valid CIF / CUI). It supports both TVA-payer and non-TVA-payer companies.

e-Factura compliance

Romania mandates e-Factura reporting to ANAF for B2B transactions (RO e-Invoice system). SmartBill automatically handles ANAF transmission when configured accordingly in your SmartBill Cloud account.

Before You Begin​

You need:

  • An active SmartBill Cloud account (cloud.smartbill.ro)
  • Your SmartBill API token (see below)
  • Your company CIF / CUI (fiscal identification code, e.g. RO12345678)
  • CADENSA unit with at least Admin role

Step 1 β€” Get Your SmartBill API Token​

  1. Log in to cloud.smartbill.ro
  2. Go to Contul Meu (top-right menu)
  3. Navigate to Integrări (Integrations)
  4. Scroll down to the API section
  5. Copy your API token β€” or generate a new one
Keep your API token secret

Never share your API token or commit it to source control. Anyone with the token can create and manage invoices on your behalf.

For the official SmartBill API docs, see: api.smartbill.ro

Step 2 β€” Configure in CADENSA​

  1. Open Settings β†’ Invoice in CADENSA
  2. Select SmartBill πŸ‡·πŸ‡΄ as the provider
  3. Fill in the credential fields:
  • API Key β†’ paste your SmartBill API token
  • Account Email (API Secret) β†’ your SmartBill login email address
  • Company ID β†’ your company CIF/CUI (e.g. RO12345678 or just 12345678)
  1. Click Test Connection β€” a green confirms the credentials are valid
  2. Click Save
Two credentials required

SmartBill uses HTTP Basic Authentication combining your email and API token. Both fields are required. Your email is stored as the "API Secret" field in CADENSA.

Step 3 β€” Set Defaults​

After saving, configure the invoice defaults:

SettingRecommended value
CurrencyRON
VAT rate19% (cota normală)
Payment terms30 days

SmartBill supports multiple Romanian TVA rates:

TVA rateSmartBill nameDescription
19%NormalaCota standard
9%RedusaAlimente, medicamente, HoReCa
5%Redusa1Cărți, ziare, locuințe sociale
0%ScutitScutit de TVA

CADENSA automatically selects the correct SmartBill TVA name based on the VAT rate you configure.

Step 4 β€” Configure Invoice Series in SmartBill​

SmartBill requires that invoice series are defined in your Cloud account before using the API:

  1. Log in to cloud.smartbill.ro
  2. Go to Configurare β†’ Serii
  3. Make sure you have at least one active series for facturi (e.g. FCT)
  4. CADENSA uses FCT as the default series name β€” you can change this to match your configuration
Series must exist in SmartBill

If the series FCT does not exist in your SmartBill Cloud account, invoice creation will fail. Always verify the series name in your SmartBill account.

Client Details (Bill To)​

The SmartBill REST API does not expose a client list endpoint, so there is no partner picker in the Generate Invoice dialog when SmartBill is your active provider.

Fill in all client fields manually:

FieldDescription
Company NameRequired. The client's registered company name
Contact NameOptional. Individual contact person
EmailOptional. Used for sending the invoice by email
CountryRequired. Select from the searchable country dropdown (ISO code, e.g. RO, HU, DE)
Street / AddressRequired
Postal CodeRequired
CityRequired
VAT / Tax NumberOptional, but required for EU reverse charge invoices (B2B)
Country dropdown

The Country field is a searchable select β€” type the ISO code (RO), the Hungarian name (RomΓ‘nia) or the English name (Romania) to filter the list. Both the primary name and the translation in parentheses are shown in the dropdown.

The client data you enter is sent directly to SmartBill as part of the POST /invoice request. SmartBill can optionally save the client to your contact database β€” this is controlled by the saveToDb parameter (enabled by default in CADENSA).

How Invoices Are Created​

When you click Generate Invoice, CADENSA:

  1. Takes the client details you entered manually in the Generate Invoice dialog
  2. Maps your time entries β†’ SmartBill line items (products)
  3. Sends POST /invoice to the SmartBill API (including client info β€” SmartBill can save it to your contact database via saveToDb)
  4. SmartBill assigns the next available number on the configured series
  5. CADENSA stores the returned {series}-{number} as the external reference (e.g. FCT-0023)
  6. The invoice PDF is available via Download PDF in the invoice history

Line item mapping​

CADENSA fieldSmartBill field
Descriptionname
Quantity (hours)quantity
Unit priceprice
Unit (hour/day/item)measuringUnitName (ora/zi/buc)
VAT ratetaxName + taxPercentage
Project / taskproductDescription

All prices are sent net (exclusive of TVA) β€” SmartBill calculates the TVA amounts automatically.

Cancelling an Invoice​

To cancel an invoice in CADENSA:

  1. Go to Reports β†’ Invoice History
  2. Find the invoice and click Cancel
  3. CADENSA sends PUT /invoice/cancel to SmartBill (soft-cancel β€” the invoice is marked as cancelled but remains in the system)
Difference between delete and cancel

SmartBill supports both delete (only for the last invoice in a series) and cancel (anulare, for any invoice). CADENSA always uses cancel to preserve the audit trail.

Troubleshooting​

"401 Unauthorized"​

  • Verify that the API token is correct and not expired
  • Verify that the email address matches the SmartBill account used to generate the token
  • Verify that the CIF exactly matches the company in your SmartBill Cloud account

"Serie inexistenta" (Series not found)​

  • The default series FCT does not exist in your SmartBill account
  • Go to Configurare β†’ Serii documente in SmartBill Cloud and create a FCT series (type: Factura)

"Cota TVA nu a fost gasita" (VAT rate not found)​

  • The TVA rate combination (name + percentage) must be defined in Configurare β†’ Cote TVA in SmartBill Cloud
  • Example: if you use 19%, make sure Normala at 19% is enabled in your account

"403 Forbidden" (Rate limit)​

  • SmartBill limits requests to 30 calls per 10 seconds. If this limit is exceeded, access is blocked for 10 minutes
  • CADENSA is designed to stay well within this limit under normal usage

Connection test fails but credentials look correct​

  • Ensure your company has an active SmartBill Cloud subscription
  • Check that the API user has the necessary permissions (invoice creation, read access)
  • Contact SmartBill support at api@smartbill.ro if issues persist