KSeF Integration

Automating the processing of structured invoices from the National e-Invoice System

Direct integration with the National e-Invoice System automates the complete purchase invoice handling process — from retrieval from KSeF, through the approval workflow, to handoff for accounting. The integration eliminates manual invoice retrieval, ensures full financial control, and guarantees regulatory compliance.

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Purchase Invoice Processing

Step 1

Automatic Retrieval and Registration

The system retrieves purchase invoices from KSeF and registers them automatically in internal records. Permission controls ensure that only authorised employees have access to documents and processing functions. A secure communication channel guarantees document completeness and handles any technical errors that may occur during data exchange.

Step 2

Approval Workflow

The invoice goes through a full descriptive-approval workflow involving all relevant departments and positions: substantive description, confirmation of purchase justification, verification of contract or order compliance, formal and accounting control. The internal workflow manages the assignment of invoice-related tasks to the appropriate departments and roles.
Step 3

Handoff for Accounting


Once the workflow is complete and all required approvals have been obtained, the system automatically forwards the invoice to the financial and accounting system as a complete accounting entry, ready for posting.

Benefits

Process integration – one end-to-end flow

One integrated process: invoices from KSeF feed directly into the workflow and pass through every stage up to a ready-to-post entry in the accounting system. You eliminate manual re-keying and shorten the entire cycle by up to 60–80%.

Automatic data accuracy from the start


Data from KSeF is structured and flows directly into the workflow, which reduces errors at the registration stage. Compared to manual data entry, the risk of requiring corrections drops to virtually zero.

Workflow powered by KSeF data


Automatic population of data from KSeF speeds up invoice description, verification, and review. Additional workflow automations mean users work with ready-made information, reducing their time involvement by up to 40–50%.

Full auditability and regulatory compliance


The system automatically logs every stage of invoice processing, providing complete process documentation in line with the requirements of tax audits and internal reviews. The KSeF integration guarantees the authenticity of documents sourced directly from the channel verified by the Ministry of Finance.

Scalability without growing your team

A growing volume of invoices does not mean a greater workload for your staff. Automation enables you to handle even several times more documents without increasing operational costs.

Integrate with KSeF

With the ChiliONE integration with the National e-Invoice System, you automatically send and receive structured invoices in one place. Full compliance with current regulations, less manual work, and greater control over financial documents. Faster, safer, and error-free.

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Selected case studies

Frequently asked questions

An accounting system’s integration with KSeF only addresses invoice retrieval and registration — it does not handle the advanced business process around the invoice. A workflow enables you to run a full cycle before posting, covering substantive description, confirmation of purchase justification, contract or order compliance, and formal accounting review. This ensures that only verified and approved documents reach the ERP.

Yes. By default, the system retrieves invoices from KSeF periodically at a defined time interval. In addition to automatic retrieval, authorised users can manually trigger a KSeF download. The system checks for duplicates, so the same invoice will never be registered twice.

The integration is built on the official KSeF API and meets all legal requirements. Data is encrypted, and every stage of invoice processing is logged, ensuring full auditability and security.

The system has a retry mechanism — if a technical error occurs when retrieving a specific invoice, or the KSeF platform is temporarily unavailable, download attempts are automatically repeated. Invoices pending retrieval are fetched once KSeF availability is restored. The system logs and raises alerts for any issues, enabling a rapid response in the event of prolonged outages.

Yes, although in most organisations sales invoices are sent directly from the accounting system to KSeF. If, however, your organisation requires additional verification or approval of sales invoices before dispatch, the ChiliONE platform supports this scenario as well — the invoice passes through the approval workflow and, once approved, is automatically sent to KSeF.

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Book a system demo

Want to see how invoice workflow automation with KSeF works in practice? Book a 60-minute demo with a walkthrough of the integration tailored to your organisation’s processes.

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