KSeF & invoice workflow
KSeF automation: purchase invoices go exactly where they should
Since 1 February 2026 every Polish business receives invoices through KSeF, and since 1 April most have to issue them there too. Compliance is only half the story — the other half is what happens to an invoice next. I set up a process in which invoices download themselves, reach the right person for approval and land in accounting without retyping.
Sound familiar?
- Someone logs into KSeF or the accounting software every day to download new invoices by hand.
- Fuel, software and service invoices bounce around by email before anyone approves them.
- At month-end your accountant chases missing documents and cost descriptions.
- Foreign invoices and receipts are still on paper or in PDFs outside KSeF.
What exactly I implement
Automatic download from KSeF
New purchase invoices are pulled from KSeF every few hours via the official API — with a PDF preview and structured data ready for the next step.
Approval in Teams or by email
Rules such as “over PLN 5,000 → managing director, fuel → fleet manager”. Approvers get a notification with a button, and every decision is logged.
Hand-off to accounting
Approved invoices go to your accounting software or your accountant's folder with a cost description and cost centre. No more missing documents at month-end.
Documents outside KSeF
Foreign invoices and receipts are read by AI (OCR) and fed into the same workflow, so all costs live in one place.
How the rollout works
- 01
Call and workflow map (1–2 days)
I map who receives invoices today, who approves them and where they end up. That gives us concrete rules.
- 02
Configuration and integrations (1–3 weeks)
KSeF token, connection to your accounting software (e.g. Comarch, enova, wFirma, Fakturownia), approval rules in n8n or Make.
- 03
Test on real invoices
For a week the new process runs alongside the old one. I fix the exceptions before we switch off the manual work.
- 04
Handover and care
A one-page guide for your team plus monitoring — if KSeF changes its API, I update the integration.
What it costs
| Scope | Indicative price | Timeline |
|---|---|---|
| KSeF set-up in the software you already use | £110 – £330 | 1–3 days |
| Automatic download + approval + hand-off to accounting | £650 – £1,750 | 1–3 weeks |
| Full ERP integration, OCR for documents outside KSeF | £1,750 – £4,400 | 3–6 weeks |
| Maintenance and monitoring | £35 – £110 / month | — |
Ranges are indicative. I give an exact quote after a short call — it depends on invoice volume, your accounting software and how many people approve.
Frequently asked questions
Do I need to change my accounting software?
Usually not. Most popular packages have an API or an import that automation can connect to. If yours doesn't, I'll suggest the cheapest alternative.
Is it secure?
I connect to KSeF through the official API with a token limited to reading invoices. Data stays in your systems or on a server in the EU.
Are there penalties for KSeF errors in 2026?
Until the end of 2026 there is a transition period without penalties for errors — a good time to set up automation calmly, before it becomes critical.
I only have a few invoices — is it worth it?
With a dozen or so invoices a month, configuring the software you already have is usually enough. Full automation pays off from a few dozen invoices a month or when more than one person approves them.
Guides on the blog
Related services
- Process automationData entry, reports and repetitive emails are handled automatically (n8n, Make, AI) so your team can focus on customers.
- System integrationsCRM, shop, accounting and ERP exchange data on their own via APIs and webhooks — no more Excel exports.
- IT support & helpdeskOngoing care of computers, network and accounts with an agreed response time — one contact for all your IT.
Let's talk about your business
30 minutes, no strings attached. I'll tell you what can be done, what it costs and where to start.
Contact
Let's talk about your project
Write to me — I'll reply within a few hours. The first consultation is free.
Phone
+48 720 870 555WhatsApp — fastest reply
Message on WhatsAppVAT ID
782 248 16 73
I work with businesses from
Poznań, Swarzędz, Tulce and the whole Greater Poland region.
Remote deployments — across all of Poland.