In the Smartum Plus service, you can order Flexible Benefit, Lunch Benefit, and Bike Benefit. This article provides step-by-step instructions for placing your orders.
Table of contents
Tips for starting a new benefit period – avoid pitfalls and keep things simple
Last updated: 12 August 2025
New customer – order benefits from Epassi
It is no longer possible to register as a new customer for Smartum Plus.
If you are ordering employee benefits for your company for the first time, register with Epassi and order the benefits your employees truly want.
Order Epassi for your company here.
Start your order
Always begin by adding the benefit users (employees) who will receive the benefits.
You can add benefit users from the Benefit users view in the side menu. Add them individually via Add benefit user or import them as a CSV file. An email address or phone number is enough.
Read more instructions on adding, removing, and editing benefit users.
Ordering Flexible Benefit
In short:
Flexible Benefit allows you to give employees a budget they can use across different benefit types, including:
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Exercise Benefit or Exercise & Culture Benefit
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Commuting Benefit
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Massage Benefit
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Health Benefit
You set the budget per employee (e.g., €1,000) and employees can use it freely between the selected benefit types.
To order Flexible Benefit:
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Go to Employee benefits in the side menu and click Create new Smartum benefit.
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Enter the basic details:
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Benefit name – for internal use only, not shown to employees.
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Tax year – determines when the benefit is valid and which year’s tax rules apply.
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Select the benefit types you want to include (you can exclude some if needed).
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Choose the benefit users – all or selected groups.
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Set the benefit amount per user. SmartumPay will automatically ensure tax limits are met. Optionally, set an employee co-payment under Additional settings.
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Review the summary and save the order.
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Confirm the order by clicking Confirm order in the top right corner, ticking the approval box, and finalizing. You can confirm multiple saved benefits at once.
Billing:
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Prepaid billing – Invoice created within an hour of confirmation, due in 7 days. Benefit activates after payment is received. Valid for 12 months from order date.
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Postpaid billing – Invoiced monthly based on actual use. Invoice issued on the 1st of each month. Benefits are visible to employees immediately after confirmation.
Ordering Lunch benefit
With Smartum Plus, you can offer a monthly Lunch Benefit worth up to 21 × €13.70 (in 2025).
Unused value does not carry over to the next month. The benefit is valid until the end of the calendar year, so remember to create a new order each January.
Steps:
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Ensure benefit users are added.
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Go to Employee benefits → Create new lunch benefit.
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Fill in:
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Benefit name (internal use only)
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Tax year
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Value per workday (€8.60–€13.70 for 2025)
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Co-payment – 75% (lunch deduction) or 0% (taxable fringe benefit)
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Benefit users – all or selected groups
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Save and confirm the order.
Lunch as part of salary or in addition to salary:
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0% co-payment = taxable income on top of salary. Employer pays full value.
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75% co-payment = amount deducted from net salary.
Ordering Bike benefit
Bike Benefit is ordered in Smartum Plus but requires a separate Bike Benefit agreement and approved credit decision.
Steps:
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Ensure benefit users are added (create a separate group if needed).
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Go to Employee benefits → Create new bike benefit.
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Name the benefit, set the maximum rental period (up to 60 months), and choose salary treatment (0% = deducted from salary, 100% = on top of salary).
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Select benefit users and save.
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Confirm the order.
Employees will receive an activation email, after which they can proceed to choose their bike.
Tips for starting a new benefit period
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Ordering is easiest when the previous benefit period has ended and no active benefits remain.
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Lunch Benefit always ends at year-end.
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Flexible Benefit ends at year-end if postpaid billing is used. With prepaid billing, validity is 12 months from order date.
If there are no changes to benefit users:
You can create a new benefit directly without adjustments.
If there are changes:
Make them first (add, remove, or edit users/groups).