KSeF Integration
KSeF HUB – Your partner in automation, protecting against errors and streamlining everyday work, not only for accounting
KSeF HUB is an innovative solution that centralizes invoicing processes. It enables automatic downloading of XML invoices from KSeF, their visualization, as well as efficient document circulation and their acceptance in accordance with established paths. Additionally, KSeF HUB integrates data with the bank and the ERP system, which significantly improves the management of cost and sales invoices. Gain full control over invoicing processes and save time by automating key activities.
National e-invoice system: limitations and challenges for companies
The National e-invoice system (KSeF) brings with it changes that may affect the way invoices are handled in companies. The transition to KSeF involves the need to adapt sales and purchasing processes to new legal requirements. Unfortunately, the ministerial system imposes certain limitations on companies that may make it difficult to handle invoices on a daily basis:
Lack of notifications and files
KSeF does not send invoice files or notifications to buyers, which may lead to misunderstandings and lack of information about the status of invoices.
Lack of attachments and graphics
The inability to add attachments (e.g. agreements or diagrams) and graphics (logos, trademarks) may affect the aesthetics and functionality of documents.
Lack of details in the event of an error
If KSeF rejects an invoice due to a technical error, the company will not receive the error specification, but only general information about the problem, which makes it difficult to diagnose the cause.
Restrictions on sending and receiving invoices
Only registered users are authorized to send and receive files, which may make document management more flexible.
Change of invoice definition
Only a document correctly registered in KSeF can be recognized as an invoice, which means that each invoice must go through the eFaktur system to become valid.
No notifications about receipt by the contractor
KSeF does not provide information about whether the contractor has received the invoice, which can lead to communication problems.
With KSeF HUB, the future of your company becomes more organized and error-free
KSeF HUB is a solution that streamlines the flow of invoices by integrating accounting systems, ERP and the National e-Invoice System (KSeF).
- Smooth data flow – integrated transfer of information between accounting, invoicing systems and KSeF.
- Communication automation – sending invoice visualizations and attachments to customers without unnecessary steps.
- Central service point – management of sales and cost invoices in one tool.
- Trouble-free invoice import – automatic transfer of purchase invoices to document flow and accounting systems.
Safe and effective invoice management
KSeF HUB is a tool that not only meets legal requirements, but also optimizes accounting and invoicing processes.
Cost invoices:
- Automatically downloads invoices from KSeF with a unique number
- Sends data in a visualized version
- Imports them to document flow systems, such as Enovatio Workflow
Sales invoices:
- Prepares XML files and sends them to KSeF
- Monitors the status of sent files, ensuring full control
KSeF HUB – Invoicing automation that simplifies processes and saves your time
KSeF HUB is a modern solution that simplifies and automates invoicing processes. It supports various file formats, including PDF, and also allows manual import of invoices from your computer’s hard drive. Thanks to its intuitive interface and automatic data import, it ensures process transparency, sends e-mail notifications and allows for easy management of authorizations. Additionally, KSeF HUB efficiently provides appropriate document flow, ensuring efficiency and saving time in the company.
Invoice Handling Choice: Automation vs. Traditional Method
Decide which option will be best for your company:
Automatic invoice handling with KSeF HUB
- Automatic invoice download from KSeF – Visualized invoices are automatically downloaded from the KSeF system, which eliminates the need to manually download XML files.
- Central place for invoice handling – All invoices, both sales and costs, are stored in one place, which makes them easier to handle and book.
- Efficient data flow to other processes – Data read once can be automatically transferred to other processes, such as generating transfer packages, split payments or sending data to the ERP system.
- Automated acceptance and smooth communication – The invoice acceptance process becomes simpler and faster, eliminating errors resulting from traditional methods, such as sending information by e-mail. Communication is more fluid and errors are minimized.
- Easy definition of authorizations – Ability to quickly assign appropriate authorizations at the level of one tool, which significantly simplifies process management.
Traditional invoice handling
- Manual invoice downloading – The need to manually download structured XML invoices, which introduces additional workload.
- Multitasking and duplication of activities – It is often necessary to use several tools to handle invoices, which leads to repeating the same activities.
- Rewriting data to ERP and other systems – Manual work is needed to transfer data to ERP, which increases the risk of errors.
- Chaotic acceptance process – Invoice acceptance is often done via e-mail, which results in chaos, delays and the risk of losing information.
- Difficulties in granting authorizations – Managing authorizations is more complicated, because it requires configuration in many different systems.
Effective invoice management in 3 steps with KSeF HUB
Automatic download of e-Invoices from KSeF
You do not have to log in to the National e-Invoice System. You will find all invoices in the Enovatio system along with a unique KSeF number and document status. Even if you service several companies, invoices will be sent to a dedicated Office. If necessary, you can quickly find a document thanks to filters and sorting.
Efficient data transfer to ERP – precision and time savings
Thanks to integration with the ERP system, the system automatically generates a payment schedule (if necessary, it divides receivables into tranches). Generating a transfer package allows you to speed up the process of closing invoice handling. Accepted invoices go directly to the buffer of the ERP financial and accounting system, taking into account the appropriate dictionaries and chart of accounts, which ensures precise data processing in line with accounting requirements.
Efficient Invoice Acceptance and Posting
In Enovatio Workflow, invoice data, such as number, net/gross amounts and dates, are automatically read, which facilitates the financial and accounting posting process in accordance with the analytics of the chart of accounts. After registration, the data is transferred to other modules, such as budgets, projects, orders, transfer packages or reports. Efficiently process invoices according to established acceptance paths and rules related to limit amounts and the organizational structure of the company. The system will automatically notify you about the need to take further actions in the “to-do list” section.
