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KSeF Connector

Looking for a more convenient way to handle invoices in your company? Choose KSeF Connector – a web service that seamlessly integrates your software with the National e-Invoicing System (KSeF) to simplify your daily operations.

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What is KSeF?

The National e-Invoicing System (KSeF) is an IT platform provided by the Ministry of Finance for issuing and receiving invoices in a structured XML format. Designed to collect, analyze, and monitor data from issued invoices, KSeF is managed by the head of the National Tax Administration.

The system was officially launched on January 1, 2022. Currently, structured invoices are one of several accepted methods for documenting transactions, alongside paper and electronic invoices. The mandatory use of KSeF is anticipated to begin in mid-2024, though the exact date has yet to be confirmed.

KSeF Connector

KSeF Connector is a web service that links your company’s software directly to the National e-Invoicing System (KSeF). It consists of two modules: one for sending sales invoices and another for receiving purchase invoices. By installing an endpoint at your location, KSeF Connector can integrate with any ERP system.

The software is available in two variants:

  • Automated Data Exchange Service – fully automated, this service requires no user intervention (no dedicated interface). Data is retrieved from the ERP system, processed, validated for accuracy, and sent to the National e-Invoicing System. The system also automatically receives and forwards responses from KSeF back to the ERP system.
  • Document Repository Functionality – this version includes all the features of the automated service and provides a user interface, which allows employees to view sent and received invoices directly within the KSeF Connector system.

Benefits of Using KSeF Connector

KSeF Connector offers numerous advantages, including:

Seamless integration of multiple ERP systems across multiple companies

Support for attachments

A dedicated module for monitoring system availability

Additional validation checks before submitting documents to KSeF

Key Features of KSeF Connector

  • ERP system integration
  • Download and upload history, statuses, invoice numbers, and UPOs
  • Multi-company support
  • Maximum automation
  • Support from the analysis process through implementation to operational support
  • Field mapping from the client’s format to the KSeF format
  • Error notifications in transmitted invoices
  • Automatic monitoring of system availability
  • Technical validations – ensuring compliance with the KSeF format before submitting documents to the Ministry of Finance’s KSeF
  • Sending sales invoices with status handling and feedback
  • Duplicate invoice detection
  • Email notifications about new invoices
  • Processing and workflow of invoices directly in KSeF Connector
  • Receiving purchase invoices
  • Viewing of sales and cost invoices
  • Business validations (up to three individual validations)
  • Invoice assignment to specific people based on invoice parameters (e.g., contractor’s NIP)
  • Integration module with any ERP workflow system
  • Manual (on-demand) and automatic retrieval of cost e-invoices from KSeF
  • Forwarding retrieved e-invoices to related systems (ERP, workflow)
  • Manual (on-demand) and automatic retrieval and sending of sales e-invoicesFeedback from KSeF with details like ksefRefNumber, invoice date, and UPO
  • Processing and workflow of invoices directly in KSeF Connector
  • Viewing of sales and cost invoices
  • Mechanism for checking the availability of all systems involved in the process
  • Error notifications in transmitted invoices
  • Management of access rights to invoices
  • Invoice reports and summaries

How KSeF Connector WORKS

KSeF Connector is available in two configurations:

  • As a cloud service
  • As an application installed on the client’s environment

The adjacent diagram illustrates the process of sending and receiving invoices.

Communication methods and data exchange formats

Depending on the client’s specific needs, KSeF Connector supports the following communication channels:

  • WebService SOAP and REST API
  • Database view
  • Shared disk files
  • File import

 

KSeF Connector supports the following data formats:

  • XML
  • JSON
  • Excel files
  • Text files in a specified format

KSeF Connector Implementation Process

Pre-implementation analysis

The implementation process begins with a thorough technical analysis, conducted in three key stages:

Stage 1: Refining Technical and Business Requirements

We will collaborate closely with you to discuss and document your technical and business requirements. This stage covers all validations, attachment handling, invoice transmission, and document workflow.

Stage 2: Integration with Existing Systems

In this stage, we will determine the optimal integration method, selecting from available channels such as WebService SOAP, REST API, database views, shared disk files, or file imports. We’ll also agree on the data formats to be used (XML, JSON, Excel files, text files) and establish feedback communication protocols with KSeF. This includes defining the channels and locations for delivering crucial information like sending status, invoice receipt date, KSeF number, and UPO.

Stage 3: Mapping Fields to the KSeF Format

We will analyze the data from your financial and accounting system and propose a detailed mapping of source data to the KSeF format.

The outcome of these three stages will be a comprehensive pre-implementation analysis document approved by both parties.

  • Technical Architecture Development – we will develop a technical architecture diagram, including recommended hardware configurations for both production and test environments. This stage also involves solution sizing.
  • Application Installation Configuration – a Cloud Agent will be installed in your environment, allowing external communication without the need for firewall exceptions. The KSeF Connector will then be configured to facilitate seamless invoice transmission with KSeF.
  • System Integration – based on the pre-implementation analysis, we will integrate the KSeF Connector with your existing financial, accounting and workflow systems.
  • Field Mapping – using the built-in mapper, we will map fields from the source format to the KSeF format. Each source data point can be assigned to the appropriate field in the KSeF format, based on the approved analysis document.
  • Testing in Client’s Environment – the testing phase will involve connecting the KSeF Connector to the Ministry of Finance’s KSeF demo environment, where all invoices will be sent. The demo environment replicates the functionality of the production environment but without anyu legal consequences for the sent invoices. This approach ensures safe configuration and verification of field mappings.
  • Production Launch – after successful testing, the application will be deployed in the live environment, enabling the transmission of documents to the production KSeF environment.
  • Final Documentation – upon completion of the implementation, we will provide updated and finalized documentation.
  • Training – if requested, we can conduct training sessions for your team.
  • Post-Implementation Maintenance as part of application support.
  • Updates to the latest KSeF format as part of maintenance or subscription.

Schedule a free consultation

with one of our specialists. We’ll guide you through every step of the process to optimize your company’s invoicing system.

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