No direct connection
Connections to KSeF and SAP are handled by SAP Cloud Integration. DataIntegrator needs no direct access to either KSeF or SAP, and all data exchange happens in one place.
AT A GLANCE
KSeF at a glance
KSeF (Krajowy System e-Faktur, Poland's National e-Invoicing System) is the Ministry of Finance's system for issuing and receiving structured invoices. Each invoice in it is an XML file in the FA(3) schema, with a number assigned by KSeF.
For a finance team, the most important change shows straight away: a purchase invoice is now data, not a PDF in an inbox. It can be read automatically, assigned to a budget and sent straight for approval instead of being retyped.
This page is not tax advice. Who the obligation covers, from when, and with what exceptions is set by law, and the Ministry of Finance publishes up-to-date guidance.
KSeF deadlines — as of October 2026
- 1 February 2026 All VAT taxpayers receive invoices through KSeF; companies whose 2024 sales exceeded PLN 200 million must also issue them there.
- 1 April 2026 The obligation to issue invoices in KSeF extends to all other companies.
- 1 January 2027 The obligation to issue invoices will also cover the smallest taxpayers, who until then can still issue them outside KSeF.
- Penalty-free period Under current law, until 31 December 2026. On 16 September 2026 the Ministry of Finance announced plans to extend it to 31 December 2027; this is a draft law, not law in force.
Latest information: ksef.podatki.gov.pl
PURCHASE INVOICE WORKFLOW
Purchase invoices from KSeF: budget and approval
This is the path a purchase invoice takes in DataIntegrator — from the file in KSeF to data approved by controlling.
- 01
The invoice arrives from KSeF
The raw XML invoice file reaches DataIntegrator via SAP Cloud Integration, exactly as it came from KSeF. No retyping of data from PDFs.
- 02
Reading the data
Our own FA(3) schema parser reads the invoice, corrective invoices (KOR, KOR_ROZ) included. The data comes straight from the KSeF file.
- 03
Budget assignment
The invoice is assigned to the right budget and routed for approval. Controllers' budgets run by budget period, with permissions granted for each budget, so you see every cost against the plan.
- 04
Cost approval
The invoice goes to the right person, and each cost approval sends a notification on to the next step. Approval delegation covers holidays and staff changes, and alerts flag threshold breaches and variances.
- 05
Transfer to SAP
Approved data goes to SAP via SAP Cloud Integration. Accounting receives what controlling has approved.
Cost approval, budgets and reporting are in one system, with an audit trail. All the modules are described on the page about DataIntegrator: purchase invoice approval and cost control.
CORRECTIVE INVOICES
KOR and KOR_ROZ corrective invoices in FA(3)
A corrective invoice changes a cost that has often already been assigned to a budget and approved. That is why a workflow system has to recognise it and read it as reliably as an ordinary invoice.
DataIntegrator reads corrective invoices with the same FA(3) parser as other purchase invoices. A correction arrives as data from KSeF, not as a PDF to retype. In the demo, we show how corrections move through approval, and talk through how this would work in your set-up.
KOR — corrective invoice
Reduces or increases the amount of the original invoice, or corrects other details on it.
KOR_ROZ — correction of a settlement invoice
Corrects a settlement invoice: the one that, after advance payment invoices, settles the whole transaction.
Reference to the original invoice
A corrective invoice in FA(3) identifies the invoice it corrects, including its KSeF number if the original went through KSeF. That number lets you match the correction to a cost that has already been approved.
INTEGRATION ARCHITECTURE
KSeF and SAP: how our integration works
DataIntegrator does not connect directly to either KSeF or SAP. All data exchange runs through SAP Cloud Integration.
- 01 KSeF and SAP sources of XML invoice files
- 02 SAP Cloud Integration data exchange in both directions
- 03 DataIntegrator FA(3) parsing, budget, approval
- 04 SAP approved data for accounting
Raw XML files and our own parser
DataIntegrator receives XML invoice files exactly as they come from KSeF and SAP, and reads them with its own FA(3) schema parser. Nobody retypes KSeF invoice data from a PDF.
DataIntegrator does not connect to KSeF directly
DataIntegrator does not send anything directly to KSeF: it receives purchase invoices via SAP Cloud Integration and passes the approved data on to SAP.
An ERP other than SAP
The solution described here works with SAP. If your company runs a different ERP, we build the KSeF integration and invoice workflow for your system — see our ERP integrations and custom software.
FOR INTERNATIONAL GROUPS
What KSeF means for your Polish entity
If your group is headquartered abroad and has a subsidiary in Poland, that subsidiary receives invoices from Polish suppliers through KSeF. For the group, this means a separate Polish path for purchase invoices, which has to be connected to the group's ERP and approval process.
This is where we can help: invoices from KSeF are assigned to budgets and approved in DataIntegrator, and the approved data goes to SAP via SAP Cloud Integration.
Questions for your tax adviser
Whether KSeF applies to a foreign company without a Polish subsidiary (for example because it has a fixed establishment in Poland) is a tax question. The answer depends on the company's circumstances, so check it with your tax adviser or against guidance from the Ministry of Finance.
The Ministry of Finance on KSeF: ksef.podatki.gov.pl
SECURITY
Keeping invoice data secure
Purchase invoices say a lot about a company: who its suppliers are, how much it pays them and from which budget. That is why DataIntegrator protects them at several levels.
As part of the implementation, your IT team receives our security and compliance pack: documented data protection (GDPR, data retention and access rights) and an integration plan for ERP and KSeF.
- Two-factor authentication (2FA)
- Connections secured with client certificates (mTLS)
- Encrypted data storage
- Permissions granted for each budget
- Audit trail
- No direct connection to KSeF or SAP: exchange via SAP Cloud Integration
IMPLEMENTATION
How we start
We start with a small scope and show the first results. Then we move the rest of the process across and stay on to look after the system.
- 01
A demo and a conversation
We show you DataIntegrator on sample data and ask how purchase invoices flow through your company today: who checks them, who approves them and where the data goes.
- 02
A workflow and integration plan
We agree budgets, limits and approval paths, with thresholds and overrun alerts. Together with your IT team, we prepare an integration plan for ERP and KSeF. We define KPIs and a baseline so that the result shows in the ROI cockpit.
- 03
A pilot alongside current work
The pilot doesn't block day-to-day work: it runs alongside your current process, on a small scope. Giving feedback takes a user about 30 seconds, and we deliver fixes within the timescales set in the SLA.
- 04
The full process and maintenance
We move the rest of the process across, including data from spreadsheets, and stay on to look after the system: monitoring, updates, helpdesk support and an SLA. We roll out KSeF schema changes as they happen.
INSERT PARTNER
We are an InsERT Partner
We sell InsERT nexo PRO licences, implement the software and connect it to automation and KSeF.
- InsERT nexo PRO licences for companies and accounting firms.
- Implementation and configuration, set up for the way your company or firm works.
- Integration of nexo PRO with automation: Accounting CORE, KSeF and the other systems you use.
ACCOUNTING FIRMS
KSeF in an accounting firm
Do you run an accounting firm? For accounting firms we have a separate service, Accounting CORE, which connects KSeF with the software your firm already uses, such as wFirma, Symfonia or SaldeoSMART.
Accounting CORE for accounting firmsBOOK A WORKSHOP
Automation workshop for accounting firms
Pick a time in the calendar. We will go through the software and the month-end close in your firm and show what can be automated. You will get a confirmation by email.
Cal.com booking calendar
Open the calendar in a new tabDEMO
See the KSeF invoice workflow live.
Using sample data, we will show you the path of a purchase invoice: from the KSeF file, through budget assignment and approval, to the transfer to SAP. We will also talk through what the integration would look like at your company.
- office@innovaitives.com
- +48 453 300 877 · +48 514 633 008
- Opole, Poland · working with companies across Poland
Sent. Thank you — we will be in touch to arrange the demo.