KSeF in an Online Store – Integration with the National e-Invoicing System
Key facts
- We connect to KSeF, the Polish National e-Invoicing System: WooCommerce and PrestaShop stores, Subiekt GT, Subiekt nexo and Comarch ERP Optima systems, BaseLinker and custom-built applications.
- As a rough guide: a KSeF rollout in a store or sales system is PLN 5,000-12,000 net, depending on how many places issue invoices today. Support after go-live starts at PLN 300 net per month.
- Scope: issuing structured invoices from order data, validating the tax ID and customer details already in the cart, collecting the KSeF number and the UPO (official confirmation of receipt), corrective invoices, archiving and access for the accountants.
- We separate the three paths that get mixed up most often in stores: a receipt, an invoice on request and an invoice for a company.
- The scope and the deadline of the obligation depend on the size of the company and the way invoices are issued. We check that at the start together with your accountants, and the work plan follows from it.
- You usually do not have to change your accounting software. We test on the test environment and switch production over after sign-off.
The National e-Invoicing System changes where an invoice is really created. The document is produced by the taxpayer’s system, but the number is assigned by KSeF, the Polish National e-Invoicing System, and the proof is the UPO. For a store that means one thing: the invoice can no longer be a PDF generated on the side.
We connect stores and sales systems to KSeF – on the WooCommerce side, on the ERP side or in a custom-built application. The scope and the deadline of the obligation depend on the size of the company and on how you issue documents today, so we start by checking what actually has to change in your case.
Where is the usual problem with KSeF in a store?
Invoices are created in several places at once. Some in the store, some in the ERP, some by hand in a spreadsheet for wholesale orders. KSeF needs one consistent stream, so first we sort out who issues what.
Customer data is incomplete. A tax ID typed into the notes field, a missing address, typos from the form. A structured invoice does not forgive such gaps, so we move the validation into the cart, before the order is even created.
Nobody watches the confirmations. Sending the document is not the end – you have to collect the KSeF number and the UPO, link them to the order and have something to go back to during a complaint. That is enforced by code, not by a procedure someone keeps in their head.
Consumer sales get mixed with B2B. A receipt, an invoice on request and an invoice for a company are three different paths. We set them up so the customer chooses once and the rest happens on its own.
How does the rollout work, step by step?
Checking the current state
We establish where invoices are created today, what data the store collects and what your accounting system supports. The scope of work follows from that.
Rollout
We connect the issuing of structured invoices, validation of customer data and handling of the KSeF number and the UPO. We test on the test environment.
Archive and procedures
We set up storage of documents and confirmations, access for the accountants and handling of corrections. We show the team how it works day to day.
What does a KSeF rollout cover?
Issuing structured invoices from order data, with nothing retyped by hand.
Validation of customer data in the cart: tax ID, company name, address, checked before the order is placed.
Handling the KSeF number and the UPO – collecting confirmations and linking them to the order in the store admin.
Corrections and returns – the path for corrective invoices.
Splitting B2C and B2B – a receipt, an invoice on request and an invoice for a company as three separate, correctly marked paths.
Archive – access for the accountants and export for audits.
Which systems do we roll it out in?
WooCommerce – through an invoicing plugin or a dedicated module, if the standard one does not cover your case.
Subiekt GT, Subiekt nexo, Comarch ERP Optima – when the invoice is to be created on the trading system side.
BaseLinker – when documents are issued while orders are packed.
Custom applications – KSeF integration in systems we wrote ourselves or took over from another contractor.
PrestaShop and custom stores – the same scope, a different technical layer.
Frequently asked questions
How much does a KSeF rollout cost?
Roughly PLN 5,000-12,000 net. The biggest driver is how many places issue invoices today and whether the customer data collected by the store is good enough for a structured invoice without fixes. Support after go-live starts at PLN 300 net per month. The quote follows a free analysis.
From when does KSeF apply to my company?
The scope and the deadline depend on the size of the business and the way invoices are issued. We check that at the start together with your accountants, and the rollout plan follows from it. We do not sell panic, we give a concrete scope of work.
Do I have to change my accounting software?
Usually not. More often it is enough to connect what you already have and clean up the data coming in from the store. Replacing the system is a last resort, not a starting point.
What about invoices for foreign customers?
Sales outside Poland follow different rules than domestic ones. We set the store up to recognise the type of transaction and route the document into the right path.
Will you test it before launch?
Yes. We work on the test environment and go through the full path: order, invoice, KSeF number, UPO, correction. We switch production over only after sign-off.
Related: integration with Subiekt and Comarch Optima, BaseLinker integration, custom software, frequently asked questions.
Write to biuro@web-systems.pl or call: +48 501 231 448. A quote for a specific rollout is free.
What do they say about us?
Jason McNeil
Daniel Korhonen
Joanna Kowalczyk
Małgosia Grobelna
www.inspire.com.pl
Michal Masłowski
Jacek Jurczyński
Michał Gałaj
holdentalesklep.eu
Daniel Tael
xlash.com
Ben Bodude
keyspireprograms.com
Mike Weiss
www.clientengagementacademy.com