Vadi documentation

1. Getting started

Register with your email and password or with a Google account. The first time, a two-step company-setup wizard opens:

1. Type and details. Choose Company (SIA, AS, association) or Self-employed (economic-activity performer, sole trader (IK), MUN). Start typing the name or the 11-digit registration number — the search finds the company in the Business Register's open data and fills in the name and address. When you enter a valid registration number, the system checks VAT-payer status in the VID registry in the background. The registration number (for the self-employed — the personal identity code without a dash) is required — without it you can't prepare EDS declarations.
2. Tax settings. For the self-employed — the regime (general personal income tax or MUN). For a company — the CIT regime (standard or the alternative 15 % from 2026). For everyone — VAT-payer status and period (monthly/quarterly), and whether you have employees.

Once confirmed, a company is created with a standard chart of accounts (the Latvian 8-class scheme) and a 7-day free trial with no card. We initially set your account email as the company email (it's needed for EDS documents and shows on invoices) — change it in settings if you want a different one. One account can hold several companies — the list is at /o, and you add a new one with “+ Add company”. The free trial is once per account — the first company you create gets it; for the rest you subscribe right away.

First steps. A new company's dashboard shows a “First steps” list: fill in your details (IBAN, signatory), choose — start from scratch or migrate from another program (then enter opening balances, see §16), record your first income or expense, add employees and import a bank statement. Steps tick themselves off, and the list disappears with your first recorded document; you can also hide it with “Hide”.

A MUN taxpayer cannot be a VAT payer at the same time — the system won't let you tick both.

2. Dashboard and tax calendar

The dashboard is the company's home page. At the top is a metrics bar (income, expenses, result, cash in accounts, receivables, payables) compared with the previous month; switch months with the ‹ › arrows. Below — panels on tax liabilities, cash flow, payroll and fixed assets.

The “What to do” section is the tax calendar. It's built automatically from your settings: for a VAT payer — VAT declaration deadlines; for an employer — the employer's report; for a company — CIT and the annual report; for the self-employed — MUN or VSAOI and the annual income declaration. Deadlines that fall on a weekend or holiday are moved to the next business day.

• An orange marker — the deadline is approaching; red — overdue.
• VAT and DDZ tasks have an “XML” download button and a “View” link; the rest — “Prepare”.
• “Tax payment to the unified account” (the 23rd) already shows the approximate amount in the heading: VAT from the accounting data + payroll taxes from the confirmed payroll calculation. Pay it in your online bank to the VID unified tax account: LV33TREL1060000300000, recipient State budget (VID), reg. No. 90000010008, State Treasury, BIC TRELLV22 — VID splits the amount across declarations automatically.
• “Payroll payout”, after the calculation is confirmed, shows the net to pay and leads to the payment list with employee IBANs.
• When done — click the checkmark; if you made a mistake, “Undo” in the “Recently done” section.
• Open the full list from the bell icon in the top bar or “Full calendar →”.
• An overdue deadline doesn't disappear from the list — it stays red until you mark it done.

If you're not a VAT payer yet, the system tracks your turnover and warns you when it nears the €50,000 registration threshold (already from €40,000).

3. Income: invoices

All income is in one section — Income — both the invoices you issue and income without an invoice (the “Invoices / Without invoice” filter at the top of the list). The “+ Issue invoice” button issues a formal customer invoice with a PDF, a sequential number and an automatic posting.

1. Create a draft. Choose the invoice type — Invoice (electronic, unsigned), Invoice with signature or Delivery note (with transport fields) — and use the “Invoice language” field to set whether the PDF is in Latvian or English (including the amount in words); the default language is set in Settings and can be changed per invoice. Choose the customer (or create a new one right there), set the dates, the payment term (quick buttons +7/+14/+30 days) and add lines: description, quantity, price excl. VAT and the VAT rate. Totals are calculated instantly.
2. Issue it. The “Issue invoice” button assigns a number from the series and creates the posting (receivables against income and VAT). If the invoice is ready right away, click “Save and issue” in the form itself — the number and posting are created in one step, with no draft in between. An issued invoice is an accounting document — correct it by the rules described below, not by simply rewriting it.
3. Send the PDF. “Download PDF” — an invoice with all the details required by section 125 of the VAT Act, the amount in words and reverse-charge VAT marks where needed. Once the invoice has gone out to the customer, click “Mark as sent” — the status becomes “Sent” and issuing can no longer be undone (a document already sent must keep its number).
4. Mark the payment. In the total card click “Mark as received” — the button shows the date the money will be booked with (today and the full amount by default). If the money arrived on another day or only in part, open “Another date or a partial amount” and adjust: a smaller amount means the invoice becomes Partially received and the balance stays visible; mark the next payment the same way. This is the money date — it does not change the invoice date or the VAT period (for a self-employed person on the cash basis it does set the income month). You can also copy the invoice or send the customer a reminder (mailto).
5. A mistake in an issued invoice. On the invoice page open the “⋯” menu and click “Cancel invoice” — the app picks the right route itself and tells you in the confirmation what happens to the number. If the invoice is not marked as sent and is the last one in its series, it goes back to draft: fix it and issue it again with the same number. If it has already been sent or is not the last in the series, it is voided — the document and its number stay in the history marked “Voided” (in the PDF too), but the posting is gone, so no gap appears in the numbering. The confirmation has a checkbox “The invoice has already gone to the customer” — tick it when the paper went out without the mark in the app; then the number is not reused. If the invoice is already paid, click “Undo payment” first. If the period is already closed (VAT return marked as submitted or the year closed), cancelling is no longer possible — only a credit note remains.
6. Credit note. On an issued invoice's page click “Credit note” — a form opens with the same lines carrying a minus sign (for partial crediting you can reduce the amounts). When you issue the credit note, the original gets the status “Credited”; if it wasn't yet paid, the two documents are offset against each other with no cash movement, and if it was — mark the refund to the customer with the “Mark refund to customer” button. The credit note enters the VAT declaration with negative amounts (PVN1 document type “credit note”).

VAT rates on a line:

• 21 % — the standard rate.
• 12 % / 5 % — the reduced rates (medicines, books, press, etc.).
• 12 % for food — a temporary rate for certain products (in force 01.07.2026–30.06.2027).
• 0 % export / supply within the EU — for goods outside the EU or to the EU with the customer's valid VAT number.
• Services to an EU business — reverse charge — the recipient pays VAT in their own country.
• Domestic reverse charge — for construction, timber, metals, electronics, etc.
• Exempt — section 52 transactions.

4. Income without an invoice

In that same Income section, the “+ Income without invoice” button records income for which no invoice is issued in the system: cash income, platform income (e.g. Bolt, Wolt), invoices issued outside the system, or documents issued before switching to Vadi. Both types enter the accounting and the VAT declaration the same way.

• Enter the date, type (Services / Goods / Other), description and amount.
• A VAT payer has a “without VAT / with VAT” switch — the VAT is calculated automatically.
• A “Money already received” mark with an account choice (Bank/Cash); if you don't tick it, it becomes a receivable.
• The “Include in VAT declaration” flag — turn it off for manually declared income (e.g. transition invoices) so VAT isn't counted twice.
• For a VAT payer: if the counterparty has a VAT number, the document number is required — such a transaction is listed separately in the PVN1 appendix. Income without a partner (cash, retail) goes into the T/X summary and needs no number.

Cash. Record cash income as income without an invoice with the receiving account Cash (account 2610); an expense paid in cash — likewise with “Cash” at payment. The cash balance is always visible in the General ledger on account 2610, and the Checks page warns you if it goes negative (usually a forgotten income item or the wrong account at payment).

5. Expenses

Record receipts and received invoices in the Expenses section: date, document number and type (invoice / cash receipt / other supporting document), description, category, supplier and amount.

Attaching receipts and invoices: drag or select files (photos and PDFs at once, several too) — each becomes a separate expense, and the date, amount, VAT and the seller's registration number fill in on their own. Recognition (OCR) happens on a secure server: the image is sent for processing (available only to logged-in users) and then stored in your account on an EU server, so the document is always available, e.g. for an inspection. Check the figures read — for a blurry receipt they may be imprecise.

The category sets the accounting account and the deductible input-VAT share:

• Most categories — 100 % VAT deductible.
• Transport and fuel — 50 % (for passenger cars; for trucks and other exceptions switch to 100 %).
• Representation — 40 %; also remember the 5 % CIT-side limit.
• Not related to economic activity — 0 % (a CIT-taxable object).

The “Import” VAT mode routes the input VAT to the appropriate declaration line. The “Domestic reverse charge” mode (electronics, construction, timber, etc. — sections 141–143.4 of the Act) lets you enter a supplier's invoice without VAT: the system itself calculates 21 %, posts it on both sides (5723 and 2570) and fills R52, R62 and PVN1-I in the declaration with the relevant R code. The “EU acquisition (goods/services from the EU)” mode works the same way but for an EU supplier with a valid EU VAT number (Google, Meta, hosting, etc.): enter the amount without VAT, the system computes the 21 % self-assessment and fills declaration lines R50/R55/R64 and part II of PVN1 (without an R code). The “Service from a third country (outside the EU)” mode — for a supplier outside the EU without an EU VAT number (e.g. the US: Anthropic/Claude, OpenAI/ChatGPT, AWS): likewise a 21 % self-assessment, but in the declaration it goes to R54 + R63 and it's not shown in the PVN1 appendix. An expense can be edited (“Edit”) — the posting is recalculated from scratch. If the same document number from this supplier is already recorded, the system warns of a possible duplicate.

If you're not a VAT payer and you enter an expense from an EU supplier with an EU VAT number (typically a platform commission, e.g. Bolt/Wolt from Estonia), the system warns of a possible VAT-registration duty (section 60 of the VAT Act): an EU service can require you to register for VAT and pay 21 % even below the €50,000 threshold. You can save the expense as usual, but clarify the registration question with VID or an accountant.

For a VAT payer: for an expense of €150 or more (excl. VAT) with deductible input VAT, as well as for EU acquisitions, reverse charge and imports, the document number and supplier are required — these transactions are listed separately in the PVN1 appendix, and without these details EDS rejects the line. Small receipts (up to €150) go into the summary line — for them the amount, category and date are enough.

Mark payment with the checkmark in the list or in the form with “Already paid”: choose the date, account and amount. The account can be From bank, From cash (cash) or From personal funds — the last means an employee or owner paid with their own money: the expense is paid, but the company owes this person (account 5620, advance settlements), to be repaid later (there's a ready journal template “Reimbursement for a personally paid purchase”). An amount less than the balance is posted as a partial payment, and the rest is marked later.

“Save and enter next” saves the expense and clears the form — handy when you have a pile of receipts to enter (the date, category and VAT rate stay).

6. Bank

In the Bank section you import a statement by uploading a file — camt.053 (ISO 20022) XML, which every Latvian bank exports; step-by-step instructions for each bank (Swedbank, SEB, Citadele, Luminor, Revolut) are on the Bank page above the upload form. Soon we'll also add a direct connection to Latvian banks — statements will import automatically every day, with no files.

• The system parses the statement and saves the transactions (+ incoming / − outgoing), skipping duplicates.
• Document matching: each transaction has a list of open documents — invoices, expenses and income without an invoice; a “✓” means an exact amount match, and the best candidate is already selected. If the suggestion isn't the right one, choose another. A payment smaller than the invoice/expense balance is posted as a partial payment; income without an invoice is received in full. After posting, the row shows which document the payment went to (a link), and the document's card shows a “From bank statement” line.
• Bulk posting: “Post the unambiguous ones” posts, in one click, every transaction for which the system found exactly one document with an exact amount.
• Salaries and taxes: for an outgoing transaction the document list also offers approved payroll runs — linking marks the payout just like the “Paid out” button in the payroll section (full net remainder only). For a payment to the VID unified tax account a “Taxes (VID)” button appears that automatically splits the amount across the tax liabilities in the books (IIN, VSAOI, VAT, CIT, risk fee) up to their balances — one click instead of one rule per tax.
• Categorisation rules: for recurring payments that aren't an invoice/expense (bank fees, subscriptions), create a “text → account” rule at the bottom of the page — from then on such transactions are posted with the “By rule” button or all at once with “Post by rules”.
• Mark the rest with “Ignore”; you can “Restore” them later.

Currencies. Vadi's accounting is in euros — invoices, reports and declarations are EUR only. Record a foreign-currency transaction manually in the journal, converting the amount to euros at the ECB rate on the transaction date; the same applies to statements from a non-EUR bank account.

The camt.053 / ISO XML format is supported (Citadele's XML_ISO, i.e. camt.052, works too; not FiDAViSta, not CSV/MT940).

7. Cash flow

The Cash flow section shows every money movement in your bank account and cash box in one list — invoice payments, expenses, salary payouts, tax payments to VID, dividends and transfers between your own accounts. Here you see what actually happened to your money in a month: how much came in, how much went out, and the balance at the start and end.

• The list is built from the money-account lines (2620 bank, 2610 cash) of the accounting journal — so it always matches the books, and manual entries show up automatically.
• Each row has a type (Invoice, Expenses, Salary, Taxes, Dividends, Transfer…), and a click opens the related document or journal entry.
• Salaries appear here at payout time (the “Payout” step in Payroll or a posted bank statement line); taxes — once the VID payment is posted with a bank rule or a manual entry.
• Transfers between your own accounts (e.g. depositing cash at the bank) are not counted in the totals — they do not change how much money you have.

Expenses paid from personal funds do not appear here — no money moved on the account (they are in the expense list and on account 5620). The income and expense lists show documents by document date; the cash flow shows payments by the date the money moved.

8. Partners

Partners is your catalogue of customers and suppliers. Each partner has a role — Customer (shows in the invoice and income forms) and/or Supplier (shows in the expense form); pick at least one.

• For a Latvian partner, enter the name or registration number — the name, registration number and address fill in from the Business Register, while the VAT number and payer status come from the VID registry.
• The payment term (e.g. 10 days) sets the invoice's “Pay by” date, which you can change per invoice.
• Partners are also created automatically when you enter a new counterparty on an invoice, income or expense — you can complete their details later.
• In forms you pick a partner by searching — start typing the name or registration number, the list filters; choose with the arrow keys and Enter.
• Reconciliation statement — on a partner's card, download the mutual-settlement reconciliation statement as a PDF (invoices, payments, balance, signature spaces for both parties) — send it to the partner to sign at year-end or in a dispute.

VID registry data refreshes once a day, so very fresh registrations may not be visible yet — for a final check, use the VIES link in the form.

9. Employees and ZDN

When adding an employee, enter the name, personal identity code, position, the occupation code (6–7 digits per the Occupation Classifier — needed for the ZDN notification), the pay type (monthly salary or hourly rate), the workload, the working time (5d40h or 5d35h), the VSAOI category and the tax profile: whether the payroll tax book has been submitted, the number of dependants, the disability group, pensioner status.

Employee data (ZDN, code 11) must be submitted to VID no later than one hour before the employee starts work. In the list, each unsubmitted one has an “XML” button — download the file, upload it to EDS and tick “✓”.

Without the book, taxes are withheld at the same 25.5 % rate, but the tax-free minimum and allowances aren't applied — so it's important to mark this correctly. An employee's termination (the “Terminate” button) sets the end date and the report code, automatically adds compensation for unused vacation in the final month, and prepares the ZDN XML. Two tasks appear in the calendar right away: the ZDN with the termination code (to be submitted within 3 business days) and the Statement of amounts paid out (by the 15th of the next month).

10. Absences

In the Employees → Absences section you record vacations and sick leave — they automatically affect the payroll calculation:

• Annual vacation — paid by average earnings (the last 6 months' data).
• Sick leave A — day 1 unpaid, days 2–3 at 75 %, days 4–9 at 80 % of average earnings; paid by the employer.
• Sick leave B — from day 10 paid by VSAA; these days are unpaid in payroll.
• Unpaid / childcare / unexcused absence / other — unpaid days.

11. Working-time sheet and premiums

In the Payroll → Working-time sheet section, fill in every employee's daily statuses for the month in the overview (matrix), or open a single employee for a detailed timesheet. You can print the whole sheet as a PDF (Working-time record sheet).

• For hourly-paid employees, gross is calculated from the timesheet: hours × rate.
• Premiums are entered in the timesheet: overtime (100 %), night work (50 %), public holidays (100 %) — as an extra premium on top of the base rate.
• A monthly bonus is entered in the timesheet summary (it applies to salaried employees too).
• Sick leave A/B appears in the timesheet as Sa / Sb.

12. Payroll and DDZ

1. Calculate. In the Payroll section, pick a month and click “Calculate payroll”. A calculation sheet is created for each active employee: base pay pro-rata to days worked (or hours × rate), premiums and bonus, vacation and sick pay, VSAOI, the tax-free minimum (€550 in 2026), allowances (€250 per dependant), personal income tax at 25.5 %.
2. Check. Clicking an employee opens a page with the gross breakdown and a “How it was calculated” table — each step with its formula. The “Calculated” status is not yet posted.
3. Confirm. “Confirm and post” creates the posting, locks the month, and only then does payroll appear in the reports.
4. Submit the DDZ. “DDZ XML” — the employer's report for uploading to EDS. The deadline is the 17th of the next month; tax payment — by the 23rd.
5. Pay out. The payout list shows who is to be paid, to which IBAN and how much (net minus the month's advances). Download the SEPA payment file (pain.001) to import into your online bank, or transfer manually, then click “Mark as paid out” — a posting D 5610 / K bank is created and the calendar task closes. Download the month's summary with “List PDF” or “CSV”.

• Advances — on the payout page, record advances paid out mid-month (the posting is created automatically); the final payout is automatically reduced by the advance amount.
• Deductions — on the employee's card, add alimony or a bailiff's writ; they're deducted from net in each calculation under section 594 of the Civil Procedure Law (withheld only from the part above the protected minimum — 50 % of the minimum wage + 15 % per dependant — at 30 % or 40 %) and accrued on account 5670 until they're transferred.
• Minimum VSAOI contributions — if an employee's gross is below the minimum wage, the calculation sheet shows a top-up forecast (34.09 % of the shortfall, paid by the employer). Mark the exemption reason (pensioner, student, etc.) on the employee's card.
• Board members — mark this on the employee's card; the DDZ automatically uses the VL/VLP status (tables 7/8). If a board member receives no remuneration, payroll can be left empty — the person is registered (ZDN/DDZ) but isn't included in the payroll calculation. The system does not calculate minimum VSAOI from notional income (when the company has turnover and no one receives at least the minimum wage) — assess that yourself or with an accountant.
• Fixing mistakes — for a confirmed month, “Cancel confirmation” deletes the posting and returns the status to “Calculated”; fix the data and confirm again. If the month is already marked as paid out, first click “Undo payout” — this deletes the payout posting and returns the status to “Confirmed”.

Provide an employee with a calculation sheet on request (section 71 of the Labour Law) — open the month's calculation, click the employee and press “Calculation sheet PDF”.

13. Fixed assets and depreciation

In the Fixed assets section you register fixed assets and calculate depreciation for financial accounting. Set the depreciation policy — the method (straight-line or reducing-balance) and the posting frequency (monthly or once a year on 31.12) — in Settings, and the posting buttons adapt to it. Posting always requires confirmation; a wrongly posted entry can be deleted in the journal.

• When adding a fixed asset, choose a category (it suggests the recommended useful life, e.g. computer equipment 3 years, vehicles 5, buildings 20), and enter the acquisition date, the value excl. VAT and the useful life in years.
• Post depreciation for the chosen month (or “Post everything up to this month” if you're behind) — an entry D 7410 / K 1290 is created. Clicking again is safe — nothing is posted twice.
• Disposal (the “Dispose” button) automatically writes off the accrued depreciation and the residual value. Once depreciation has been posted, a fixed asset can no longer be deleted — only disposed of.

Record a fixed asset's acquisition in the Expenses section — in the category list choose “Fixed-asset acquisition” (or “Intangible-investment acquisition”): a posting to the asset account (1230 or 1120) with deductible input VAT is created, and the fixed asset automatically enters the register with the specified category and useful life. To record a sale when disposing of a fixed asset, issue it separately as an invoice (so income isn't counted twice).

14. Journal and reports

The Reports section holds accounting views built automatically from the postings. The P&L and Balance sheet can be viewed in the official annual-report scheme (the appendices to the Annual Reports Law) or in detail by account:

• General ledger — account turnovers and balances; clicking an account opens the account card with corresponding accounts and a running balance.
• Profit-and-loss statement — income against expenses with the result.
• Balance sheet — assets against liabilities for the period (two columns) with a built-in “Balance matches” control.
• Declarations — unified preparation of VAT, DDZ and annual-declaration XML (see the next section).
• Checks — an accounting health check on one page: negative cash, forgotten drafts, receivables 90+ days overdue, unconfirmed payroll, an unreconciled bank, unposted depreciation, duplicate partners, overdue deadlines, unclosed years. Worth reviewing before submitting VAT and before year-end closing.

The Journal section is the chronological journal of postings; filter by account, side, partner, source and period. With the “+ Manual posting” button you add your own entries (only manual entries and opening balances may be edited/deleted; document-generated ones are edited at the source document).

Year-end closing (Journal → Year-end closing): after 31 December, close the year — one posting transfers the income and expense accounts to 3500 “Current-year profit”, and the previous year's profit to 3400 “Retained earnings”. A closed year is protected against edits; years must be closed in order, and only the last closed one can be reopened. The P&L report doesn't show the closing posting — the year's result stays visible there even after closing.

Paying dividends. Profit is paid out after the annual report is approved, from retained earnings. There's no separate quick form — use a manual posting (Journal → “+ Manual posting”): on declaration — D 3400 “Retained earnings” / K 5810 “Settlements with members (dividends)”; on payout — D 5810 / K 2620 (bank). Distributed profit is a CIT object (20/0.8) — CIT is calculated and declared on it (see §15). For a member who is a natural person, dividends from a CIT-paying Latvian company are exempt from personal income tax (not taxed a second time).

Annual report. The system doesn't yet generate the annual-report XML, but it gives all the figures in the official scheme: after year-end closing, open the P&L and Balance sheet for the closed year, download the PDF/CSV and transfer the lines to the EDS “Annual report” form. The deadline for micro and small companies — 31 May (see the deadlines table, §19).

Reports, the journal and the account card too can be downloaded as PDF (financial statements — with a manager's signature line) or as CSV adapted for Latvian Excel (semicolon, comma, UTF-8).

15. Declarations and EDS

The system generates VID declarations as EDS XML from live data. Each file is saved in the EDS document journal (in the top bar) with a checksum and a status (Generated → Downloaded → Submitted to EDS).

• VAT declaration (DokPVNv7) — from invoices, income and expenses; by the 20th of the next month.
• PVN1 appendix (transactions list): transactions with a VAT partner are listed separately; retail and small transactions (up to 150 € net per document) are aggregated automatically — in sales, the summary lines T (<150 €) and X (≥150 € without a VAT partner), in purchases T and V (one partner, >150 € in total). The document type for income without an invoice and for expenses is taken from the “Supporting document” field (1 — tax invoice, 2 — cash receipt or till slip, 3 — non-cash document); for an invoice issued in the system it is ALWAYS a tax invoice (1), for a credit note — 4, which is why there is no such field there.
• VAT offset in the journal: when you generate the VAT declaration XML, the system automatically posts the period's offset entry D 5723 “VAT payable” / C 2570 “Input VAT” for the input VAT accumulated in the journal — account 5723 then shows exactly the net amount due to VID, and the payment (D 5723 / C 2620) closes it to zero. The entry appears in the journal with the source “PVN ieskaits”; regenerating the declaration recalculates and replaces it, while a locked (already submitted) period is left untouched. If needed, the entry can be deleted in the journal just like a manual one.
• Employer's report (DDZ) — from the confirmed payroll calculation; by the 17th.
• Employee data (ZDN) — hiring/termination.
• CIT declaration (for a company) — in the CIT section; with the alternative 15 % regime from 2026. The December declaration is mandatory even without a profit distribution.
• MUN declaration (DokMNv6) — for a self-employed MUN taxpayer; in the MUN section, quarterly income is loaded from the general ledger.
• Self-employed VSAOI (PNZ) — in the VSAOI section; 31.07 % + 10 % for pension.
• Annual income declaration (personal income tax) — in the IIN section; a D3 draft for transferring to EDS.

The self-employed declarations' (MUN, VSAOI, D3) figures are loaded on the cash basis — by the money actually received or paid each month (an invoice enters the month it's paid in; an unpaid one doesn't count yet; an expense you paid from personal funds also counts as paid; loans and transfers between your own accounts drop out). If any payment was made in cash outside the system, or you're a VAT payer (invoice payment includes VAT), check and adjust the amounts before submitting — every field in the declaration draft is editable. On the VSAOI and MUN pages you can also open the current (unclosed) quarter — the figures are provisional, but useful for seeing mid-quarter how much is accruing.

Submitting via the EDS API (beta): if an EDS API key is added in Settings, an “Submit via API” button appears in the journal — the declaration goes to VID with no file download, and “Refresh status” shows whether VID accepted it. It currently works for the MUN declaration; the other types will follow.

VID offers no public test environment (sandbox) — EDS API calls happen in the real environment. The API key is valid for up to 90 days; when it expires, create a new one in the EDS settings.

The manual route: click “XML”, upload the file to EDS (Prepare document → From file) and then mark “Submitted to EDS” — the corresponding calendar task closes automatically.

16. Migrating from another program

Open Settings → Accounting → Opening balances, set the transition date and enter the balance sheet from your old program: account balances (asset accounts — on the debit side, liability and equity — on the credit side), open customer invoices and supplier debts by partner, and fixed assets — each with its acquisition value and the depreciation accrued up to the transition. Fixed assets enter the register immediately and keep depreciating automatically.

The form checks that assets = liabilities (the “Allocate the difference” button fills in the balancing amount) and saves a single “Opening balances” posting. Opening balances can be entered only once — to correct them, delete the existing posting in the journal and enter them again. Add employees, customers and suppliers in the respective sections.

17. Settings

• My account (in the user menu, top right) — your name, email change (with a confirmation link) and password change. If the account was created with Google, you can create a password here to also sign in with email. A forgotten password is recovered on the sign-in page via “Forgot your password?”.
• Details — name, registration number, VAT number, address, email, IBAN, NACE code and the signatory (manager). These go into the invoice PDF and EDS documents. The name, registration number, address (for the self-employed — usually the declared place of residence) and email are required; for a VAT payer — the VAT number too (when you turn on VAT status, it fills in itself as LV + registration number). Here too is the invoice layout — logo, brand colour, BIC/SWIFT and the default invoice language (Latvian/English).
• Taxes — VAT status and period, the CIT/MUN regime, the employees flag, the payroll payout day, the “prices include VAT” switch.
• Chart of accounts — add or edit accounts (the 8-class scheme).
• Invoice numbering — prefix, format and the next number.
• Team — invite an accountant or a colleague with a role (accountant, administrator, viewer) via a shareable link; accountant access is at no extra charge.
• Subscription — the plan and the trial days remaining.
• EDS API (beta) — paste the API key from EDS (Settings → API key management; valid for up to 90 days). The section has a step-by-step guide with a link to EDS and a “Test connection” button that sends a test authorisation with the saved key (nothing is submitted).
• Activity log — a record of the most important actions (who issued an invoice, confirmed payroll, closed a year, changed settings); the entries can't be edited.

Roles and permissions — what each role may do:

The viewer sees everything, including payroll calculations — give this role only to people you trust (e.g. a co-owner or an auditor).

Interface language. Vadi works in Latvian and English — switch the language with the flag dropdown in the header (on mobile — in the menu). Your choice is saved in your profile and carries over to other devices. It's separate from the document language: the invoice PDF language (Latvian/English) is chosen in the invoice form and settings, and EDS declarations are always in Latvian, as VID requires.

Account and password. Reset your password on the sign-in page with “Forgot your password?” — a reset link comes to your email. If you signed in with Google, no password is needed. To change your email or delete your account, write to info@vadi.lv — deleting your account irreversibly deletes the company data too, so download your reports and documents (PDF/CSV/XML) first.

18. Search

The top-bar search field (or next to the bell) finds partners, invoices, expenses, employees and postings all in one place. Type at least 2 characters — quick results appear; Enter or “All results →” takes you to the full search page with tables.

19. Deadlines table

If a date falls on a weekend or holiday, the deadline is the next business day; the calendar accounts for this automatically.

20. What happens in the accounting

The system keeps double-entry bookkeeping automatically — each document has its own posting:

• Invoice: D 2310 Receivables / K 6110 Income + K 5723 VAT.
• Expense: D expense account (+ non-deductible VAT) + D 2570 Input VAT / K 5310 Suppliers.
• Payroll: D 7210 Wages + D 7220 Employer's VSAOI + D 7230 Risk duty / K 5610 Net + K 5721 Personal income tax + K 5722 VSAOI + K 5725 Risk duty.
• Depreciation: D 7410 Depreciation / K 1290 Accumulated depreciation.
• Payment (bank): D 2620 Bank / K 2310 Receivables (for an invoice); D 5310 Suppliers / K 2620 Bank (for an expense).

Each posting is checked against the balance rule (Σ debit = Σ credit) at the database level — the system physically won't let an unbalanced entry be saved. Access to the data is only for company members (owner, administrator, accountant, viewer) with row-level security in the database.

21. Data security and backups

• Where the data is stored — in a European Union data centre (Supabase, EU region) in an encrypted database; the connection is always encrypted (HTTPS).
• Backups — the database is backed up automatically every day at the platform level; on top of that, row-level security and balance checks protect every important operation.
• Your own copies — at any time you can download the journal and reports (PDF/CSV), invoices (PDF) and declarations (XML) — these also serve as your archive outside the system. By law, accounting documents must be kept for 5 years.
• Activity log — Settings holds a record of the most important actions (who issued an invoice, confirmed payroll, closed a year) — the entries can't be edited or deleted.
• Access — data is visible only to company team members with the appropriate role; password checks are also rate-limited (protection against guessing).

22. Subscription and payment

Each company has its own subscription — three plans including VAT (the same for everyone): Pamats €9/mo (€90/year), Pro €17 (€170), Premium €35 (€350); the annual payment = 2 months free. Payment is made in the Subscription section (a link in Settings) with a Visa or Mastercard card on Stripe's secure payment page — card details never reach Vadi's servers.

• The owner, administrator or accountant can pay. Receipts arrive at the company email; invoices and the card are managed by the “Manage payments and invoices” button.
• Pro and Premium include priority support — in English, Latvian and Russian; emails from these plans are handled first. The Pamats plan comes with standard support.
• The subscription renews automatically. You can cancel anytime — access remains until the end of the paid period; amounts paid for the started period are not refunded (you can try everything in the free period before subscribing).
• If the trial has ended and the subscription isn't paid, the sections are locked, but your data is kept and export (PDF/CSV) stays available. You can request account and data deletion by writing to info@vadi.lv.

Questions about payment? Write to info@vadi.lv — we reply during the trial too.