Financial order starts with the right processes
We implement electronic document workflows integrated with KSeF.
Automation, control, reporting – in a single system managed by an experienced accounting team.
Over 100 companies already use our document workflows integrated with KSeF. We know which processes work – and which mistakes cost the most time.
See if your company is still making the same ones – and what it is costing you.
Is your current accounting firm
keeping up with KSeF?
A new reality
Since 1 February 2026, KSeF has been a reality for all businesses. Large taxpayers issue invoices exclusively through KSeF, which means every company must retrieve them from there.
Many business owners and managers expected their accounting firms to take responsibility for navigating this transformation.
Yet many companies have already discovered that their existing processes are not delivering the efficiency and control that KSeF was supposed to bring.
Signs that your processes need optimisation
If, since KSeF went live:
- Documents from KSeF are not automatically routed to the right people and departments.
- Communication with your accountant is difficult and responses take too long.
- Your company has growth ambitions, but you know your accounting and reporting processes are basic at best.
– it is time to take the initiative.
Time to act
KSeF is not just a compliance obligation – it is a catalyst for technology transformation that the best-run companies have already completed. The gap between those who optimised early and those who didn’t is widening.
An opportunity to turn a compliance requirement into a competitive advantage
While many companies are still struggling with KSeF-related process gaps, ambitious organisations have already turned the transition into lasting improvements.
With our tools and experience, KSeF can become a springboard for your company toward:
A technology
leap forward
- Advanced document workflow powered by AI
- Automatic AI-assisted assignment of accounting parameters
- Modern applications for sales management
Advanced
controlling
- Budget management integrated with the document workflow
- Automated reporting via BI applications
- Remote access to your ERP
Security
and control
- Fraud prevention procedures for KSeF invoices
- Advanced permission management within the document workflow
- Full control and audit trail of document flow
Key KSeF challenges we help you solve
Sales system integration
Challenge
Since 1 April 2026, your company must issue sales invoices through KSeF. If you still do not have integrated software, every day without it means manual work, errors and compliance risk.
Our solution
As standard, you receive our SaldeoSMART sales invoicing module, fully integrated with KSeF.
We also handle more complex scenarios, helping you adapt your existing applications to KSeF and integrate them with your ERP.
Purchase invoice
management
Challenge
Since 1 February 2026, invoices from large suppliers no longer arrive by email – they are available exclusively in KSeF. Routing invoices to the right people and departments has become an urgent challenge.
Our solution
We help you manage permissions at the KSeF application level and implement the SaldeoSMART document workflow, which efficiently distributes invoices retrieved from KSeF across your departments. The AI Auto-fill feature automatically categorises and assigns accounting entries to invoices.
Fraud prevention
Challenge
Experts had been warning for months that criminals would exploit KSeF for fraud. Those concerns have already materialised – fictitious invoices in KSeF are a real threat that your company must be prepared for.
Our solution
Together with your team, we design a document workflow tailored to your organisational structure. This gives you a robust approval mechanism with a KSeF mini-workflow that tightens your procedures and protects against fraudulent invoices.
Contact us
6 steps to full control over KSeF
PREPARATION PHASE
01
Analysis and tool
selection
- Review of your current systems
- Recommendation for new applications
- Integration concept across systems
02
Document workflow
design
- Analysis of your organisational structure
- Mapping of approval processes
- Optimisation of information flow
IMPLEMENTATION PHASE
03
System configuration
- Customising workflow fields to reporting requirements
- Configuring the general ledger and chart of accounts
- Setting up automated BI reporting
04
KSeF integration
- Connecting applications to the KSeF database
- Configuring permissions in the KSeF taxpayer application
- Full KSeF integration with the sales module and document workflow.
OPERATIONAL PHASE
05
Team training
- Setting up individual user accounts
- Comprehensive system training
- Access to help centres and video tutorials
06
Ongoing accounting
services
- Dedicated accounting manager
- Access to premium SaldeoSMART modules
- Continuous process optimisation
Advanced solutions available to our clients
Our clients already benefit from advanced tools that automate their work with KSeF. Here are solutions you can implement right away:
Sales and inventory management in ERP
Sales and inventory with a working ERP-to-KSeF integration
- Advanced price lists and categories
flexible pricing and product management. - E-commerce integration
ERP integration with online platforms and webshops. - Cloud infrastructure
direct access to ERP hosted on WZ Partners infrastructure.
Intelligent budgeting
Budget compliance checks for invoices retrieved from KSeF
- Intuitive configuration
Easy creation and management of budget lines in the web panel. - AI-powered auto-assignment
the system suggests the budget category, register and accounting dimensions. - Quick drill-down
one click to see the underlying documents for any budget execution line.
Reporting and Business Intelligence
Professional analytics from BI tools
– data from KSeF and ERP modules
- Automated reports
scheduled report delivery to your inbox at chosen intervals. - Online dashboards
access to key metrics 24/7 from anywhere. - Data integration
consolidating information from ERP, KSeF and other external systems.
Our experience in numbers
Over 100
Document workflows configured
Over 200
Users working daily on our systems
Over 350
Document types processed within our workflows
Over 13,000
Document pages processed monthly through our workflows
3 independent
Data centres with the highest security standards
Case studies
Consulting firm
Challenges
- The finance team had limited access to their previous accounting firm.
- Documents were exchanged via email. Managing receipts and expenses from business travel was difficult.
- To manage finances, the team was manually re-entering all costs into Excel spreadsheets.
Our solutions
- We implemented the document workflow application within days.
- We set up a management-oriented chart of accounts aligned with the client’s budget categories and departmental structure.
- Employees on business trips gained the ability to submit documents via the mobile app.
- Manual Excel reports were eliminated and replaced with automated BI reporting.
Technology startup
Challenges
- Founders focused on product development had no time for accounting oversight and were not informed about the scale of documentation gaps, including missing invoices.
- An attempt to resolve the crisis by hiring an in-house accountant ended with their sudden departure.
- The company was left without financial oversight, with a purchased ERP system and disorganised books.
Our solutions
- We promptly reconstructed the books for several months in arrears.
- Through proactive effort, our team recovered over PLN 220,000 in VAT refunds from located purchase invoices.
- We coordinated the implementation of ERP sales modules on the client side and integrated them with our systems.
- We implemented the document workflow.
Manufacturing company
Challenges
- The company had purchased an ERP system but never completed the implementation. Many processes were still handled manually and did not meet accounting standards.
- Despite having an ERP, no document workflow had been set up. Management and owners lacked visibility and control over finances. Cash flow management processes were inefficient.
Our solutions
- We mapped the production processes, redesigned the chart of accounts and implemented proper production costing and posting schemes.
- We set up integrations between our ERP systems: production and sales on the client side; accounting and payroll on WZ Partners systems.
- We implemented a document workflow requiring management approval before payment execution.
FAQ
When did KSeF become mandatory?
Since 1 February 2026, large taxpayers (gross turnover exceeding PLN 200 million in 2024) have been required to issue invoices exclusively through KSeF. This means that all companies – regardless of size – must now retrieve their purchase invoices from KSeF.
Under the current rules, sending an invoice to KSeF is legally equivalent to delivering it to the recipient – no prior consent from the buyer is required.
Since 1 April 2026, the obligation to issue invoices through KSeF applies to all remaining VAT taxpayers (excluding those whose monthly turnover does not exceed PLN 10,000). If your company has not yet implemented the required processes, you are already operating outside the new standard – and the risks are growing.
The obligation to issue invoices through KSeF also applies to invoices issued to foreign recipients. Only invoices issued to individual consumers remain optional for KSeF submission.
What does working with KSeF look like in practice?
There are many operating models, depending on the size and needs of the company. The smallest businesses can use the KSeF Taxpayer Application provided by the Ministry of Finance. It supports both retrieving invoices from suppliers and issuing them. Its drawbacks include limited functionality (e.g. no payment export to banking systems) and a lack of features tailored for cooperation with an accounting firm.
The best solution is a cloud-based application offering a document workflow integrated with KSeF.
SaldeoSMART – the platform used by our clients – offers:
- AI-powered auto-fill of accounting parameters – the system automatically categorises and assigns accounting entries to invoices
- KSeF mini-workflow – approve or reject invoices before they are passed to accounting
- Mobile app with full KSeF support – send and view invoices from your phone
- Automatic payment matching – instant reconciliation of bank transactions with invoices
- Advanced permission management
- Shared platform for seamless collaboration with your accounting firm
- Direct integration with accounting software
- Payment file generation
The largest companies manage KSeF data import and export from within their own ERP systems. However, they still need to implement invoice approval mechanisms to protect against fraud and ensure proper business controls.
What is the KSeF offline24 procedure?
The offline24 procedure is the Ministry of Finance’s response to business concerns about the availability and stability of the KSeF infrastructure. Originally, it was assumed that issuing and delivering an invoice outside KSeF would only be possible when a system-wide outage was officially declared.
Experts pointed out the flaws of this assumption from the outset. They described scenarios where long queues would form at petrol stations or retail stores while point-of-sale systems waited for a connection to the KSeF server.
The offline24 system allows you to issue and deliver an invoice outside KSeF provided that:
- the invoice is submitted to KSeF by the following business day
- the offline invoice is marked with a code that ensures the authenticity of its origin and the integrity of its content
How much does implementing KSeF processes cost?
If your company chooses to work with a modern accounting firm, additional costs may not arise at all. At WZ Partners, access to the application and a dedicated accounting manager are included as standard.
SaldeoSMART – the application used by our clients – is fully integrated with KSeF. Since January 2026, the AI Auto-fill feature is also available, automatically assigning accounting entries to invoices retrieved from KSeF.
The document workflow enables you to set up a permission hierarchy and control processes that protect against errors and fraud.
Companies that cannot rely on comprehensive support from their accounting firm should expect costs for purchasing and maintaining software, as well as expenses for implementation and team training.
