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B2B services

Invoices from billing reach KSeF without manual work

A services company with its own billing system – the KSeF mandate was approaching faster than accounting and IT processes could adapt.

Client
Client: B2B services company, Poland (anonymous)
NDA
Anonymous project (NDA)

Custom billing without ready-made KSeF integration

The invoicing system worked well internally but had no layer for exchange with the National e-Invoice System.

Invoices issued in custom billing required manual transfer to an intermediary tool or export to accounting before KSeF submission.

No automatic UPO and status receipt in the source system – accounting had to verify each invoice separately.

Changes to the FA(3) schema and KSeF requirements risked invoicing downtime without a dedicated integration layer.

  • Manual steps between billing and KSeF
  • No UPO in the source system
  • Error risk on bulk invoice submission

Dedicated billing-to-KSeF integration layer

Mapping billing data to FA(3), submission via KSeF API, and status sync back to the system.

We designed an integration module mapping invoice entities from custom billing to FA(3) structure with pre-submission validation. Invoices reach KSeF directly from the billing process after approval.

The system receives UPO and statuses from KSeF, stores them on the invoice in billing, and handles retries on API errors. A job queue ensures idempotent submission and a full audit log for accounting.

  • Billing → FA(3) mapping with XSD validation
  • Invoice submission via KSeF API
  • UPO and status receipt into billing
  • Queue, retry, and audit log

KSeF compliance without replacing billing

The company kept its own invoicing system and added production-grade KSeF integration.

Accounting sees KSeF status and UPO on each invoice in billing – without switching between systems.

Invoice submission runs automatically after business approval, with exception handling in one panel.

  • One process from billing to UPO
  • Ready for FA(3) schema changes
  • Full submission audit trail

Technologies used

KSeF, API integration, Billing, Node.js

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