Accounting firm automation after KSeF

An employee logs in to KSeF separately for each client, downloads new invoices and imports them into the accounting software. With dozens of clients, this is tedious daily work.

Every night a workflow connects to the KSeF API using the permissions granted to the firm, downloads each client's new invoices, saves the XML and a readable PDF in the client's folder and passes the data to the accounting software. In the morning, the team sees a list of new documents.

Every invoice has to be opened, assigned to a cost category and checked for VAT rate and deductibility. With the same suppliers, these decisions repeat every month.

An AI model reads the invoice lines, compares them with the client's history and suggests the account, category and VAT deduction method, e.g. 50% for a passenger car. It flags unusual documents for review. The accountant approves or corrects the suggestion, and corrections are saved as rules for that client.

Receipts, invoices from foreign suppliers, tickets and invoices issued outside KSeF are sent by clients by email or as photos, or brought in a binder.

The client sends a photo or PDF to a dedicated email address or via WhatsApp. AI reads the data, identifies the client and document type, checks that it is not a duplicate of a KSeF invoice and adds the document to the posting queue.

Information on which clients have granted the firm KSeF permissions sits in a spreadsheet or in employees' heads. The firm only finds out about missing access when invoices cannot be downloaded.

The automation regularly checks in KSeF which clients have granted the firm permissions and to what extent. It sends new clients step-by-step instructions for granting access, tracks certificate validity and reports immediately when a client revokes a permission.

Clients issue invoices in an online store, a spreadsheet or simple software. The firm deals with rejected invoices and makes sure documents issued in offline mode reach KSeF on time.

An integration sends invoices from the client's sales system to KSeF in the FA(3) structure and stores the KSeF number and UPO receipt. When KSeF is unavailable, documents wait in a queue and are resent. An invoice that is rejected or not sent on time triggers an alert straight away.

Since February 2026, every entry in the VAT register must have a KSeF number or an OFF, BFK or DI marker. Checking manually that all KSeF invoices have been posted takes a lot of time, and the tax office sees the same invoices as the firm.

Before the 25th of each month, a workflow compares KSeF invoices with each client's purchase and sales registers. The report shows missing invoices, invoices posted twice and entries without a KSeF number or marker, before JPK_V7 is filed.

Transfers on a statement are matched to invoices by hand, by amount and reference. Bulk payments, partial payments and transfers with incomplete references take the most time.

Statements reach the workflow from the bank or from a file. The system matches transfers to invoices by invoice or KSeF number, tax ID and amount, and recognises bulk payments and split payments. Unmatched items go onto a short list for follow-up.

Suppliers are checked against the VAT taxpayer register and VIES only occasionally. Paying more than PLN 15,000 to an account not on the white list may mean the expense cannot be treated as a tax-deductible cost.

Every new supplier and every bank account number on an invoice is automatically checked against the white list, and EU suppliers in VIES. The result is saved as a dated confirmation, and mismatches go straight to the accountant and the client.

At the end of the month, accountants call and email clients for statements, contracts and receipts. Some clients only respond after another reminder.

The system knows which documents are missing for each client and sends email or SMS reminders with a link for uploading files. If the client does not respond, the case goes to their account manager together with the contact history.

After the month is closed, an employee writes a separate message to each client with VAT, income tax and social security (ZUS) amounts, account numbers and payment deadlines.

Amounts from the accounting software go into ready-made messages with account numbers and deadlines. Each client receives one clear message, and the firm has proof of sending. The day before the deadline, the system sends a payment reminder.

A new client means a contract, powers of attorney, KSeF permissions and the identification required by the anti-money laundering act. Documents circulate by email, and the checklist lives in an employee's head.

A form collects the client's details, and a workflow pulls information from the KRS or CEIDG business registers and the CRBR beneficial ownership register, prepares the contract and list of powers of attorney, sends instructions for granting KSeF permissions and drafts an AML risk assessment for approval.

Clients call with the same questions: did the invoice arrive, how much to pay and by when. New employees ask about the firm's procedures.

A chatbot answers clients based on data from the firm's system, e.g. on document status and payment deadlines. An internal assistant answers the team based on the firm's procedures and notes. Questions that need an accountant's opinion go to a person.

Clients send working time records, absences and contract changes by email, SMS or in spreadsheets. Medical check-up and health and safety training dates are kept in a separate file.

The client reports absences and changes through a simple form, the data goes into the HR software, and payslips are sent to employees automatically. The system sends reminders about expiring medical checks, training and contracts.