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Documentation Index

Fetch the complete documentation index at: https://invopop-kill-invoicexpress.mintlify.app/llms.txt

Use this file to discover all available pages before exploring further.

โ€‹
Introduction

KSeF (Krajowy System e-Faktur) 2.0 is Polandโ€™s mandatory national e-invoicing system operated by the Ministry of Finance. The system uses the FA(3) XML schema format for structured invoice data and provides real-time clearance for all B2B invoices. Invoices are encoded in FA(3), a strict XML format that enforces standardized fields for domestic and cross-border transactions. The KSeF system validates all submitted invoices in real-time and assigns a unique KSeF ID upon successful clearance. This guide covers three key processes: Invopop supports two use cases that require different configurations:
  • Send only: You issue invoices through KSeF on behalf of your suppliers. This is the simplest setup and does not require the Cron app or import/sync workflows.
  • Send & receive: In addition to sending, you also want to automatically import invoices received by your suppliers from KSeF. This requires the Cron app to periodically check for new invoices.
The table below summarizes which components are needed for each use case:
ComponentSend onlySend & receive
Poland appโœ“โœ“
Cron appโ€”โœ“
Send invoice workflowโœ“โœ“
Import invoice workflowโ€”โœ“
Sync invoices workflowโ€”โœ“
Registration workflowSendSend & receive
-SandboxLive
SupplierFake NIP allowed (test mode); real NIP needed for demo modeValid NIP and KSeF portal credentials required
ModeDefaults to test; demo available via configAutomatically targets KSeF production

โ€‹
Prerequisites

To issue invoices through KSeF, you will need:
EnvironmentRequirements
Invopop Sandbox
Test mode		Test Polish Tax ID (NIP)
You can generate fake NIPs for testing at http://generatory.it/. In test mode, a self-signed certificate will be generated automatically, and you can start sending invoices immediately.
Invopop Sandbox
Demo mode		Real Polish Tax ID (NIP) and credentials to access the KSeF Demo Portal
Demo mode follows the same registration process as production but operates in the demo environment.
Invopop LiveValid company NIP and credentials to access the KSeF Portal
You will need to generate a certificate through the KSeF portal. Registration will automatically target the KSeF production environment.

โ€‹
Setup

All of the following steps must be carried out from the Invopop Console. If you only need to send invoices, you can skip the steps marked as โ€œreceive onlyโ€.
1

Connect the Poland app

  1. Navigate to Configuration โ†’ Apps
  2. Find Poland in the app discovery list
  3. Click Connect to activate
Connect KSeF app
The initial connection requires no configuration.
2

Connect the Cron app (receive only)

  1. Navigate to Configuration โ†’ Apps
  2. Find Cron in the app discovery list
  3. Click Connect to activate
No additional configuration is needed. The Cron app handles scheduling periodic workflow execution for importing received invoices.
3

Configure invoice sending workflow

KSeF send invoice workflow

Signs and converts the GOBL document into the FA(3) XML format and sends it to KSeF.
4

Configure invoice import workflow (receive only)

This workflow imports individual invoices from KSeF when they are received. It is automatically triggered by the sync workflow for each invoice found.

KSeF import invoice workflow

Imports a received invoice from KSeF and converts it to GOBL format.
5

Configure invoice sync workflow (receive only)

This workflow syncs all received invoices for a party within a specific time range. It creates import jobs for each invoice found.Configure the Sync received invoices from KSeF step to reference the import workflow you created in the previous step. The sync workflow will create a job for each invoice and send it to the import workflow.
Configure the workflow that all invoices will be sent to

KSeF sync received invoices workflow

Creates import jobs for each received invoice of a party in KSeF.
6

Configure party registration workflow

There are two registration workflow templates depending on your use case:
  • Send only: Registers the party in KSeF so you can issue invoices on their behalf. Does not require the Cron app.
  • Send & receive: Registers the party and subscribes them to periodic invoice imports via the Cron app. Requires the import and sync workflows configured in the previous steps.
Choose KSeF environment (Test or Demo)
In Sandbox the Register Party in KSeF step allows you to configure the environment:
  • Test: Self-signed certificate generated automatically, no manual steps required
  • Demo: Requires manual certificate generation from the demo portal.
Test is more convenient while Demo is more accurate simulating the production environment. It is convenient to create two workflows configured differently to easily switch between the Demo and Test options.
In live workspaces no configuration is available, all suppliers are registered in the KSeF production environment.

โ€‹
Send only

Use this template if you only need to send invoices through KSeF.

KSeF party registration workflow (send)

Registers a party (supplier) with the KSeF system for sending invoices.

โ€‹
Send & receive

Use this template if you also need to receive invoices from KSeF. This template includes a Cron subscription step that periodically triggers the sync workflow to check for new invoices.

KSeF party registration workflow (receive)

Registers a party (supplier) with the KSeF system and subscribes them to periodic invoice imports.
After adding the template, open the Subscribe to periodic KSeF sync step and set the Workflow field to the sync workflow created in the previous step and the Interval to your preferred frequency.

โ€‹
Running

In this section, weโ€™ll provide details on how to register parties (suppliers) and issue invoices on their behalf.

โ€‹
Register a party for test environment

Choose test mode when you want to quickly test the KSeF integration without dealing with real certificates or authentication. Certificates are generated automatically, allowing you to start sending invoices immediately without any manual certificate generation.
1

Create the party

In the Invopop Console, navigate to Parties โ†’ Suppliers and click + New Supplier.Use fake Polish Tax IDs (NIP) generated from http://generatory.it/:
{
  "$schema": "https://gobl.org/draft-0/org/party",
  "name": "Test Supplier Sp. z o.o.",
  "tax_id": {
    "country": "PL",
    "code": "9876543210"
  }
}
Click Build, ensure there are no errors, and click Save.
2

Run the workflow

In the party entry, click on Select Workflow, choose your KSeF Register Party (Test) workflow, and click Run Workflow.Thatโ€™s it! โœ“ Registration completes automatically. The party is now in Registered state and ready to issue invoices.

โ€‹
Register a party for demo/production environment

In sandbox workspaces, choose Demo mode when you want to simulate the real production flow with KSeF authentication in a safe demo environment.
1

Create the party

Use real Polish Tax IDs (NIP) with access to the KSeF Demo Portal or KSeF Portal:
{
  "$schema": "https://gobl.org/draft-0/party",
  "name": "Real Company Sp. z o.o.",
  "tax_id": {
    "country": "PL",
    "code": "1234567890"
  }
}
Click Build, ensure there are no errors, and click Save.
2

Run the workflow

On the party details page, click Select Workflow:
  • For Demo: Choose your KSeF Register Party (Demo) workflow
  • For Production: Choose your KSeF Register Party (Production) workflow
Click Run Workflow. The party will be in Processing state until certificate upload is complete.
3

Access the registration link

Get the registration link to begin certificate generation:Your own company
In Console, go to the supplier entry โ†’ Meta tab โ†’ click the gov-pl.invopop.com link to launch the registration wizard.
Supplier entry meta with KSeF registration link
Third-party companies (white label)
In Console, go to the supplier entry โ†’ Meta tab โ†’ click the gov-pl.invopop.com link to launch the registration wizard.Add a webhook after the Register Party in KSeF step to receive the siloEntryId.Use the Fetch an Entry endpoint to get the registration link from the meta object:
{
  "data": {
    "meta": [
      {
        "src": "gov-pl",
        "key": "link",
        "link_url": "https://ksef.invopop.com/reg/AbC123XyZ"
      }
    ]
  }
}
Send the link_url to your customer.
4

Generate a certificate in KSeF portal

The registration wizard will guide you through these steps:
  1. Visit the KSeF portal
  2. Log in with Trusted Profile (Profil Zaufany)
  3. Generate the certificate
    • Navigate to certificate generation section
    • Enter certificate name and password (save the password!)
    • Download the private key (automatically generated)
    • Select โ€œAuthentication in the KSeF systemโ€
    • Set start date to today or earlier (future dates will fail)
    • Download the certificate file
    • Video tutorial: Certificate generation
Save the certificate and private key files, as well as the password. Youโ€™ll need them in the next step.
5

Upload certificate to Invopop

There are two ways to upload the certificate:Web Upload (Wizard)
Return to the registration wizard and upload:
  • Certificate file
  • Private key file
  • Password
KSeF certificate upload form
Click Upload and verify certificate. The system validates and securely stores your credentials.API Upload
Upload the certificate programmatically using the Upload KSeF certificate endpoint.
This approach is ideal for automated integrations where you want to handle certificate generation and upload programmatically without user interaction with the web wizard.
โœ“ Success: The supplier transitions to Registered state and can begin issuing invoices. ร— Failure: See Why did my supplier registration fail? in Polandโ€™s FAQ.

โ€‹
Send an invoice

Once a party is registered, you can issue invoices on their behalf. The following examples show partial GOBL documents you can copy and paste directly into the Invopop Console or store via the API as silo entries.
GOBL Invoices sent to KSeF require the regime set to PL and addons must include pl-favat-v3 for FA(3) schema compliance.
In this example, weโ€™re issuing a standard B2B invoice from a Polish supplier to another Polish business customer.Notice:
  • the minimal version (ksef-b2b-standard.min.mdx) contains only the essential fields required to create the invoice,
  • the pl-ksef-v1 addon ensures the document will be validated using the KSeF rules built into the GOBL library,
  • there are no totals or calculations in the minimal version; all these will be calculated automatically when running gobl build,
  • the built version (ksef-b2b-standard.mdx) shows the normalized document with calculated totals, line item sums, tax breakdowns, and automatically generated fields like i (line index), sum, and total, and,
  • make sure to process it with the โ€œIssue KSeF invoiceโ€ workflow created during setup.
{
  "$schema": "https://gobl.org/draft-0/bill/invoice",
  "$regime": "PL",
  "$addons": [
    "pl-favat-v3"
  ],
  "series": "INVOICE",
  "code": "001",
  "issue_date": "2026-01-20",
  "supplier": {
    "name": "Testowa Firma Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Gล‚รณwna 1",
        "locality": "Warsaw",
        "code": "00-001",
        "country": "PL"
      }
    ],
    "emails": [
      {
        "addr": "kontakt@testowa.pl"
      }
    ]
  },
  "customer": {
    "name": "Klient Testowy Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "1111111111"
    },
    "addresses": [
      {
        "street": "ul. Testowa 10",
        "locality": "Krakรณw",
        "code": "30-001",
        "country": "PL"
      }
    ]
  },
  "lines": [
    {
      "quantity": "10",
      "item": {
        "name": "Software Development Services",
        "price": "100.00",
        "unit": "h"
      },
      "taxes": [
        {
          "cat": "VAT",
          "rate": "general",
          "key": "standard"
        }
      ]
    },
    {
      "quantity": "5",
      "item": {
        "name": "Consulting Services",
        "price": "150.00",
        "unit": "h"
      },
      "taxes": [
        {
          "cat": "VAT",
          "rate": "reduced",
          "key": "standard"
        }
      ]
    }
  ],
  "payment": {
    "instructions": {
      "key": "credit-transfer",
      "detail": "Transfer payment to our bank account",
      "credit_transfer": [
        {
          "iban": "PL61109010140000071219812874",
          "name": "Testowa Firma Sp. z o.o."
        }
      ]
    }
  }
}
In this example, weโ€™re issuing a reverse charge invoice from a Polish supplier to a customer in another EU member state.Notice:
  • the customer has a valid EU VAT ID, indicating the transaction is subject to reverse charge mechanism,
  • the minimal version contains only essential fields; totals and tax calculations are omitted,
  • when running gobl build, the system automatically calculates totals, applies reverse charge rules, and normalizes the document,
  • the built version shows all calculated fields including the reverse charge indicator, tax breakdowns, and final totals, and,
  • the invoice is validated using the KSeF rules to ensure compliance with Polish e-invoicing requirements.
{
  "$schema": "https://gobl.org/draft-0/bill/invoice",
  "$regime": "PL",
  "$addons": [
    "pl-favat-v3"
  ],
  "$tags": [
    "reverse-charge"
  ],
  "series": "RC",
  "code": "001",
  "issue_date": "2026-01-20",
  "supplier": {
    "name": "Testowa Firma Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Gล‚รณwna 1",
        "locality": "Warsaw",
        "code": "00-001",
        "country": "PL"
      }
    ]
  },
  "customer": {
    "name": "EU Business GmbH",
    "tax_id": {
      "country": "DE",
      "code": "111111125"
    },
    "addresses": [
      {
        "street": "HauptstraรŸe 100",
        "locality": "Berlin",
        "code": "10115",
        "country": "DE"
      }
    ]
  },
  "lines": [
    {
      "quantity": "1",
      "item": {
        "name": "IT Services - EU Reverse Charge",
        "price": "5000.00"
      },
      "taxes": [
        {
          "cat": "VAT",
          "key": "reverse-charge"
        }
      ]
    }
  ],
  "notes": [
    {
      "key": "legal",
      "text": "Reverse charge mechanism applies - VAT to be accounted for by the customer."
    }
  ]
}
In this example, weโ€™re issuing a credit note to correct or refund a previous invoice.Notice:
  • the type field is set to credit-note to indicate this is a corrective document,
  • the preceding field references the original invoice being corrected,
  • the minimal version contains only the essential fields; calculations are handled by GOBL,
  • when running gobl build, the system automatically calculates negative totals, tax refunds, and validates the credit note structure,
  • the built version shows all calculated fields including negative amounts for the refund, and,
  • the document is validated using the KSeF rules to ensure compliance with Polish credit note requirements.
{
  "$schema": "https://gobl.org/draft-0/bill/invoice",
  "$regime": "PL",
  "$addons": [
    "pl-favat-v3"
  ],
  "type": "credit-note",
  "series": "KOR",
  "code": "001",
  "issue_date": "2026-01-20",
  "preceding": [
    {
      "type": "standard",
      "issue_date": "2026-01-20",
      "series": "INVOICE",
      "code": "001",
      "reason": "Price correction",
      "stamps": [
        {
          "prv": "favat-ksef-number",
          "val": "1234567890-20260120-ABCD1234-EF"
        }
      ],
      "ext": {
        "pl-favat-effective-date": "1"
      }
    }
  ],
  "supplier": {
    "name": "Testowa Firma Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Gล‚รณwna 1",
        "locality": "Warsaw",
        "code": "00-001",
        "country": "PL"
      }
    ]
  },
  "customer": {
    "name": "Klient Testowy Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Testowa 10",
        "locality": "Krakรณw",
        "code": "30-001",
        "country": "PL"
      }
    ]
  },
  "lines": [
    {
      "quantity": "10",
      "item": {
        "name": "Software Development Services",
        "price": "10.00",
        "unit": "h"
      },
      "taxes": [
        {
          "cat": "VAT",
          "rate": "general",
          "ext": {
            "pl-favat-tax-category": "1"
          }
        }
      ]
    }
  ]
}
In this example, weโ€™re issuing a prepayment invoice to document an advance payment received before completing the delivery of goods or services.Notice:
  • the $tags field includes partial, which tells the FA_VAT addon to classify this as a ZAL (Faktura Zaliczkowa) document type,
  • the payment.advances array records the advance payment details, including the mandatory date field and a percent of the total,
  • GOBL automatically calculates the advance amount from the percentage and deducts it from the payable total to produce the due amount,
  • the built version shows "pl-favat-invoice-type": "ZAL" automatically set in the tax extensions, and,
  • after sending this invoice through KSeF, reference the assigned KSeF number in the subsequent settlement invoice.
{
  "$schema": "https://gobl.org/draft-0/bill/invoice",
  "$regime": "PL",
  "$addons": [
    "pl-favat-v3"
  ],
  "$tags": ["partial"],
  "series": "ZAL",
  "code": "001",
  "issue_date": "2026-01-20",
  "supplier": {
    "name": "Testowa Firma Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Gล‚รณwna 1",
        "locality": "Warsaw",
        "code": "00-001",
        "country": "PL"
      }
    ]
  },
  "customer": {
    "name": "Klient Testowy Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "1111111111"
    },
    "addresses": [
      {
        "street": "ul. Testowa 10",
        "locality": "Krakรณw",
        "code": "30-001",
        "country": "PL"
      }
    ]
  },
  "lines": [
    {
      "quantity": "10",
      "item": {
        "name": "Software Development Services",
        "price": "100.00",
        "unit": "h"
      },
      "taxes": [
        {
          "cat": "VAT",
          "rate": "general",
          "key": "standard"
        }
      ]
    }
  ],
  "payment": {
    "advances": [
      {
        "key": "credit-transfer",
        "description": "Advance payment for software development project",
        "date": "2026-01-20",
        "percent": "50%"
      }
    ],
    "instructions": {
      "key": "credit-transfer",
      "credit_transfer": [
        {
          "iban": "PL61109010140000071219812874",
          "name": "Testowa Firma Sp. z o.o."
        }
      ]
    }
  }
}
In this example, weโ€™re issuing a settlement invoice to finalize a transaction after one or more advance payments have been made.Notice:
  • the $tags field includes settlement, which tells the FA_VAT addon to classify this as a ROZ (Faktura Rozliczeniowa) document type,
  • the preceding field references the original prepayment invoice, including its KSeF number stamp,
  • the payment.advances array records the previously paid advance amount, which GOBL deducts from the total to calculate the remaining due,
  • the line items represent the full value of the delivered goods or services, and,
  • the built version shows "pl-favat-invoice-type": "ROZ" automatically set in the tax extensions.
{
  "$schema": "https://gobl.org/draft-0/bill/invoice",
  "$regime": "PL",
  "$addons": [
    "pl-favat-v3"
  ],
  "$tags": ["settlement"],
  "series": "ROZ",
  "code": "001",
  "issue_date": "2026-02-15",
  "preceding": [
    {
      "type": "standard",
      "issue_date": "2026-01-20",
      "series": "ZAL",
      "code": "001",
      "stamps": [
        {
          "prv": "favat-ksef-number",
          "val": "9876543210-20260120-ABCD1234-EF"
        }
      ]
    }
  ],
  "supplier": {
    "name": "Testowa Firma Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "9876543210"
    },
    "addresses": [
      {
        "street": "ul. Gล‚รณwna 1",
        "locality": "Warsaw",
        "code": "00-001",
        "country": "PL"
      }
    ]
  },
  "customer": {
    "name": "Klient Testowy Sp. z o.o.",
    "tax_id": {
      "country": "PL",
      "code": "1111111111"
    },
    "addresses": [
      {
        "street": "ul. Testowa 10",
        "locality": "Krakรณw",
        "code": "30-001",
        "country": "PL"
      }
    ]
  },
  "lines": [
    {
      "quantity": "10",
      "item": {
        "name": "Software Development Services",
        "price": "100.00",
        "unit": "h"
      },
      "taxes": [
        {
          "cat": "VAT",
          "rate": "general",
          "key": "standard"
        }
      ]
    }
  ],
  "payment": {
    "advances": [
      {
        "description": "Advance payment per ZAL/001",
        "date": "2026-01-20",
        "amount": "615.00"
      }
    ],
    "instructions": {
      "key": "credit-transfer",
      "credit_transfer": [
        {
          "iban": "PL61109010140000071219812874",
          "name": "Testowa Firma Sp. z o.o."
        }
      ]
    }
  }
}
B2C invoices are excluded from the mandatory e-invoicing requirement. The tax authority already receives B2C sales data through online fiscal cash registers that transmit receipts to the Central Repository of Cash Registers (CRK). However, businesses may voluntarily issue B2C invoices through KSeF.
{
    "$schema": "https://gobl.org/draft-0/bill/invoice",
    "$regime": "PL",
    "$addons": [
        "pl-favat-v3"
    ],
    "$tags": [
        "simplified"
    ],
    "uuid": "019c2849-dd61-7001-8c88-3c6d1aa83f8a",
    "type": "standard",
    "series": "SIMPLE",
    "code": "236",
    "issue_date": "2026-02-04",
    "currency": "PLN",
    "tax": {
        "ext": {
            "pl-favat-invoice-type": "UPR"
        }
    },
    "supplier": {
        "name": "Testowa Firma Sp. z o.o.",
        "tax_id": {
            "country": "PL",
            "code": "9551893317"
        },
        "addresses": [
            {
                "street": "ul. Gล‚รณwna 1",
                "locality": "Warsaw",
                "code": "00-001",
                "country": "PL"
            }
        ],
        "emails": [
            {
                "addr": "kontakt@testowa.pl"
            }
        ]
    },
    "lines": [
        {
            "i": 1,
            "quantity": "10",
            "item": {
                "name": "Software Development Services",
                "price": "100.00",
                "unit": "h"
            },
            "sum": "1000.00",
            "taxes": [
                {
                    "cat": "VAT",
                    "key": "standard",
                    "rate": "general",
                    "percent": "23.0%",
                    "ext": {
                        "pl-favat-tax-category": "1"
                    }
                }
            ],
            "total": "1000.00"
        },
        {
            "i": 2,
            "quantity": "5",
            "item": {
                "name": "Consulting Services",
                "price": "150.00",
                "unit": "h"
            },
            "sum": "750.00",
            "taxes": [
                {
                    "cat": "VAT",
                    "key": "standard",
                    "rate": "reduced",
                    "percent": "8.0%",
                    "ext": {
                        "pl-favat-tax-category": "2"
                    }
                }
            ],
            "total": "750.00"
        }
    ],
    "payment": {
        "instructions": {
            "key": "credit-transfer",
            "detail": "Transfer payment to our bank account",
            "credit_transfer": [
                {
                    "iban": "PL61109010140000071219812874",
                    "name": "Testowa Firma Sp. z o.o."
                }
            ],
            "ext": {
                "pl-favat-payment-means": "6"
            }
        }
    },
    "totals": {
        "sum": "1750.00",
        "total": "1750.00",
        "taxes": {
            "categories": [
                {
                    "code": "VAT",
                    "rates": [
                        {
                            "key": "standard",
                            "ext": {
                                "pl-favat-tax-category": "1"
                            },
                            "base": "1000.00",
                            "percent": "23.0%",
                            "amount": "230.00"
                        },
                        {
                            "key": "standard",
                            "ext": {
                                "pl-favat-tax-category": "2"
                            },
                            "base": "750.00",
                            "percent": "8.0%",
                            "amount": "60.00"
                        }
                    ],
                    "amount": "290.00"
                }
            ],
            "sum": "290.00"
        },
        "tax": "290.00",
        "total_with_tax": "2040.00",
        "payable": "2040.00"
    }
}
After creating the invoice in the Console:
  1. Click Build to validate
  2. Click Save to store in the silo
  3. Click Select workflow and choose the KSeF Send Invoice workflow
  4. Click Run workflow
The invoice will be validated, converted to FA(3) XML format, and sent to KSeF. Upon successful clearance, it will receive a unique KSeF ID.
For international transactions, the invoice is created and cleared in KSeF just like domestic invoices. Because the foreign recipient cannot log into KSeF, delivery happens outside the platform (via email, EDI, etc.) with the KSeF QR code included for verification.

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Import received invoices

This section only applies if you configured the send & receive setup. If you only need to send invoices, you can skip this section entirely.
Once youโ€™ve configured the import, sync, and registration (receive) workflows, the Cron app automatically triggers the sync workflow at the interval configured in the registration workflowโ€™s Subscribe to periodic KSeF sync step. Here is how it works:
  1. Cron scheduling: The Cron app creates a job for the sync workflow at each configured interval, passing the time window (from and upto) to process
  2. Sync workflow: The sync workflow queries KSeF for all invoices received within the time window
  3. Import jobs: For each invoice found, a job is created using your import workflow
  4. Import workflow: Each job downloads the FA(3) XML from KSeF, converts it to GOBL format, and stores it in your Invopop silo
  5. Organization: Imported invoices are automatically placed in the configured folder (typically โ€œInvoices ยท Expensesโ€) with a Registered state
Each party is subscribed to periodic imports during registration when using the receive registration workflow. To use a different interval for a specific party, adjust the Subscribe to periodic KSeF sync step settings in the registration workflow before running it.

โ€‹
Manual import

If you need to import invoices outside of the automatic cron schedule, you can manually trigger imports from the Console or via the API. Import a single invoice To import a specific invoice from KSeF, you need:
  • KSeF Number: The unique invoice identifier (e.g., 1234567890-20260120-ABCD1234-EF)
  • Supplier NIP: The Polish Tax ID of the invoice issuer
  1. Navigate to Workflows and find your KSeF Import Invoice workflow
  2. Click Run from the workflow editor or the ... menu in the workflow list (see Running from the Console)
  3. Leave the document field empty โ€” the import workflow will create a new silo entry automatically
  4. Fill in the Arguments:
KeyValue
ksef-number1234567890-20260120-ABCD1234-EF
nip1234567890
  1. Click Run workflow
The invoice will be downloaded from KSeF, converted to GOBL, and stored in your silo. Import multiple invoices by date range To import all invoices received within a specific time period, you need:
  • The party silo entry for the supplier whose invoices you want to sync
  • The date range (from and upto) to process
  1. Navigate to Workflows and find your KSeF Sync Received Invoices workflow
  2. Click Run from the workflow editor or the ... menu in the workflow list
  3. In the Select a document field, search for and select the party (supplier) entry
  4. Fill in the Arguments:
KeyValue
from2026-01-01T00:00:00Z
upto2026-01-31T23:59:59Z
  1. Click Run workflow
The sync workflow will query KSeF for all invoices received in that date range and create individual import jobs for each invoice found.
Use single invoice import to bring in a specific invoice immediately after receiving notification from a supplier. Use date range sync to backfill invoices or to import historical invoices from before the cron subscription was active.

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Error handling and notifications

We strongly recommend adding notification steps to your workflows to alert you of import failures:
  • In the import workflow: Add email or Slack notifications to the error handling section
  • In the sync workflow: Add notifications for when the sync process encounters issues
This ensures youโ€™re immediately aware if invoices fail to import, allowing you to take corrective action.
Common import issues include certificate expired or invalid, KSeF API temporarily unavailable, invoice format not supported by GOBL conversion, and network connectivity issues. Check your workflow error logs in the Console for detailed error messages.

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GOBL addon reference

Detailed information about the FA(3)-specific extensions and validations can be found in: You can also use the GOBL Builder to create custom invoices with the Polish regime and FA(3) addon.

Poland FAQ

Find answers to frequently asked questions about invoicing in Poland โ†’

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