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Automation · KSeF

Automatic download and reading of purchase invoices from KSeF

Purchase invoices arrive from KSeF, Poland's national e-invoicing system, straight into your dashboard or spreadsheet. AI reads the line items, matches them to products and cost categories, and you get a ready payment batch.

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KSeF invoice automation: setup PLN 1,800–4,500, support from PLN 250/month (net prices)Pricing

What exactly does KSeF invoice automation do?

KSeF invoice automation downloads your company’s new purchase invoices on its own, reads the line items and saves them where you work. Nobody has to log in to KSeF every day, download files or retype amounts into a spreadsheet.

A typical flow:

  1. Download: every few minutes the program checks KSeF for new purchase invoices.
  2. Reading: invoice data goes into a database, and AI matches the items to your products or cost categories.
  3. Review: uncertain matches are flagged for checking.
  4. Payments: invoices due for payment form a list, which becomes a payment batch to import into your bank.
  5. For your accountant: a summary or export in the format your accounting office needs.

How does it work in my restaurant?

At Port Jatki in Bydgoszcz, a restaurant I co-own, the dashboard pulls invoices from KSeF 2.0 every 5 minutes between 4:00 and 20:00. Claude, Anthropic’s AI model, recognises the line items and also reads PDF invoices from outside KSeF. Ingredient prices from invoices flow into the recipes, and the dish price updates itself on the website menu. The “To pay” tab builds a payment batch to import into the bank.

Who is it for?

  • companies that receive dozens of purchase invoices a month and have someone retyping them,
  • restaurants, retail and manufacturing, where the cost of ingredients or materials drives the selling price,
  • the smallest businesses joining KSeF on 1 January 2027 that want it sorted from day one,
  • accounting offices: invoices for many clients (many tax IDs) downloaded separately for each company.

What do you need to start?

  • KSeF access for the company (a token or certificate), generated by you or your accountant,
  • where the invoices should go: a dashboard, Google Sheets, your accounting software,
  • a list of cost categories or products to match the items to.

Your data stays in your accounts. A data processing agreement (GDPR) is standard.

Updated: · Tomasz Kamiński

Questions and answers

How do I set up automatic download of invoices from KSeF?

You need KSeF access for your company (a token or certificate) and a program that regularly asks KSeF for new invoices. I set this up as a server function: every few minutes it checks KSeF, downloads new invoices and saves them where you work, for example in a dashboard, a spreadsheet or your accounting software.

Since when is KSeF mandatory?

From 1 February 2026 the largest companies (sales above PLN 200 million) issue invoices in KSeF and everyone receives them there. From 1 April 2026 all other VAT payers issue them too. From 1 January 2027 the smallest businesses join, those invoicing up to PLN 10,000 gross a month. Source: ksef.podatki.gov.pl.

Does AI read invoice line items correctly?

A KSeF invoice is a structured data file, so amounts and items are exact. AI helps to match item names to your products or cost categories, and to read PDF invoices from outside KSeF. Uncertain matches are flagged for a person to check.

Does it work for an accounting office with many clients?

Yes. Each client of the office has its own KSeF access, and I download invoices separately for each tax ID (NIP) into separate summaries or exports. The price grows with the number of companies, so I quote it after a call.

Will this replace my accountant?

No. The automation removes the retyping and chasing of invoices inside your company. Your accountant gets the data faster and in order, but bookkeeping and taxes stay with them.

How much does KSeF invoice automation cost?

PLN 1,800–4,500 net as a one-off and support from PLN 250 a month. The price goes up when several companies, accounting software or inventory need connecting. I give you the exact amount after a free call.

Often combined with

Process automation

I automate repetitive work: invoices, emails, orders and reports. Custom code or n8n. One process from PLN 1,800 net, support from PLN 250 a month.

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Web apps

Custom dashboards and CRMs: one place instead of several programs and spreadsheets. Example: a restaurant CRM with KSeF, POS and kitchen screens. From PLN 12k.

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AI agents

What an AI agent is, how it differs from a chatbot and what it can do for your company. Real examples. From PLN 8,000 net, support from PLN 450.

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Tell me what your team still does by hand. In 15 minutes I will tell you whether it can be automated.

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