How to download invoices from KSeF, the Polish e-Invoicing System

Polish National e-Invoicing System (pl. Krajowy System e-Faktur, KSeF) in its basic version requires users to constantly monitor incoming invoices and manually download documents. Fortunately, there are ways to automate this process. In this article, you’ll learn how to download invoices from KSeF—whether by using free tools or implementing automation that eases the workload for your team and reduces the risk of errors.

Downloading invoices from KSeF

Many people wonder whether accessing invoices through KSeF involves any cost. As is often the case, the answer is: it depends—in this case, on what you expect.

If your priority is simply meeting legal requirements while keeping technology expenses low, the basic, free option will suit you well. In its standard form, downloading invoices via KSeF doesn’t cost a thing and is done through the taxpayer’s application. There, any authorized employee can retrieve documents in XML or PDF format.

Where to Find Invoices in KSeF

Once you log in to the dashboard, go to the menu on the left and click: Faktury, then select Lista faktur. From there, choose the document you need and pick the format you want to download:

XML – the default, original structured invoice format;

PDF or HTML – easier-to-read versions for quick viewing.

Who Can Download Invoices from KSeF?

To give your accounting team access to company invoices, you need to do one of the following:

• Generate a qualified electronic seal for each employee, including your company’s Polish tax ID (NIP). This option costs around 1,000–2,000 PLN per person.
• Submit a ZAW-FA notification to the Polish Tax Office, where you authorize selected individuals to use KSeF on your behalf. This option is free of charge.

Manual Invoice Download in KSeF: What You Need to Know

When downloading invoices directly from KSeF, be prepared for an increase in manual work. The taxpayer application doesn’t send notifications, so it is necessary to regularly check for new documents. Teams must reorganize their workflow and develop the habit of logging into the system on a regular basis.

The more invoices you handle, the more manual effort is required—each document has to be downloaded individually and forwarded for payment. This creates a risk of missing invoices or paying the same one twice. That’s why it’s worth considering automation. For companies with multiple entities, manual work in KSeF grows exponentially!

Automated Invoice Download from KSeF

You can streamline your finance team’s work by integrating KSeF with your document workflow—for example, using KSeF Connector by GoNextStage. While this is a paid solution, it can significantly simplify processes for you and your team.

First, you won’t need to create separate KSeF authorizations for each employee. With a document workflow system, your organization verifies itself in KSeF just once. Access to individual invoices is then managed within your workflow tool.

Second, you reduce the risk of errors. Your system can send notifications about new invoices and automatically assign them to the right person for each step of the process. This minimizes the chance of forgetting to check KSeF, missing a document, or sending it to the wrong person.

Third, you speed up operations across the entire organization. Beyond invoice alerts, documents can be linked to other workflows—such as expense reporting—making processes like travel reimbursements much smoother. (Check out our article: How to Record Travel Expenses in KSeF.)

The GoNextStage KSeF Connector also supports two-way integration: you can both download invoices from KSeF and send them for payment in your ERP system.

Summary

Downloading invoices from KSeF doesn’t have to be complicated—it all comes down to the solution you choose. The basic option is free, but it requires regular monitoring and manual document handling. If you want to save time, reduce the risk of errors, and make your team’s work more efficient, consider automating the process by integrating KSeF with your document workflow. This way, KSeF can become a powerful lever for improving financial processes in your company—boosting efficiency and freeing up your team’s time.

Start with a business analysis—and if you’d like to learn more about automation, check out the solutions and services offered by GoNextStage experts.