A complete solution in 6–8 weeks!
Leverage the potential of structured invoices to streamline your processes
Discover a solution that transforms the KSeF obligation into an automated, stable, and fully controlled background process:
No manual downloading
No re-entering data
No risk of errors
Do these KSeF purchase invoice challenges sound familiar?
Sending sales invoices follows a schedule fully controlled by the organization. Receiving invoices is the opposite: documents arrive irregularly, often in large volumes, and handling them involves:
identifying newly issued invoices available for download from KSeF
downloading XML files
checking whether a document is a duplicate
manual entry of data into the system
categorization and approval
posting and accounting
Automating invoice retrieval and processing
We create a user-friendly cockpit that helps you organize the processing of purchase invoices. This clear control center enables you to:
Downloading document packages
Tracking statuses and activity history
Collecting approvals
Passing documents for posting
Reviewing newly downloaded purchase invoices from KSeF together with a preview
Classifying and forwarding to responsible persons
Launching verification/approval workflows and reminders
Reviewing the list of received XML files and generating invoice previews
Instead of handling every step manually, you gain full visibility and agile control over document flow. In other words: complete transparency and control — like an autopilot on the e-invoicing highway.
Key benefits of KSeF automation
Reduces the risk of duplicate posting
During the transition period, suppliers may issue documents both in the traditional way and through KSeF. The mechanism verifies duplicates based on document number, issue date, gross value, and contractor data, and notifies users if a duplicate is detected.
Supports purchase invoice classification
Based on predefined filters, the system initially recognizes the cost type (e.g. fuel, services) and recommends categories for verification or automatically assigns the invoice to a specific account.
Optional: faster onboarding of new vendors
The solution can be extended with additional automation features. It collects data on new vendors, checks their status in public registers, and verifies bank accounts. As a result, the document can be prepared for posting immediately.
Benefits for your organization
Save dozens of working hours every month
Eliminate manual data entry entirely
Minimize the risk of duplicates
Speed up settlements and improve cost control
Increase the efficiency of finance teams
Ensure compliance with KSeF requirements while genuinely improving the entire procurement process
KSeF automation implementation offer
Analysis of the current process and invoice volume
Identification of areas that can be automated immediately
Categorization configuration
Retrieval tests in the KSeF Demo environment
Phased rollout and user support
Why choose Apollogic?
We have many years of experience in implementing and maintaining systems
We work according to a proven project methodology, giving clients full transparency at every stage of cooperation
Our consultants are certified experts in finance and accounting
We tailor implementation projects to individual business needs
We integrate proprietary tools with the systems already operating in the organization
We offer a comprehensive portfolio of finance and accounting solutions for SAP systems
FAQ
Estimated implementation cost: EUR 11,520 net + possible M365 licenses (if you already have them, there is usually no need to purchase new ones).
If you already have Microsoft 365 licenses, you will most likely not need to purchase any additional ones. During our discussions, we verify exactly which licenses are already active, whether anything needs to be extended, or whether existing resources can be used.
Many systems today only support sending sales invoices to KSeF or manually downloading documents. Without automation, this quickly becomes a bottleneck for finance teams — even if the ERP already has “KSeF integration”. However, the process of receiving purchase invoices also requires:
- cyclical checking for new documents in KSeF,
- downloading XML files,
- duplicate checks,
- processing metadata,
- cost classification,
- integration with the approval workflow,
- preparing the document for posting.
Yes, we integrate the solution with ERP, finance and accounting systems, document workflow systems, DMS, or workflow tools.
Automation of invoice retrieval from KSeF works independently of the accounting system, which means:
- the process remains unchanged,
- the user interface stays the same,
- integration with the new ERP can be reconfigured without having to rebuild everything from scratch.
Documents outside KSeF can also be included in one unified process through a form with content recognition (OCR/AI). This means the entire procurement process can be handled in one place — regardless of the document source.
Want to learn more?
Call us or write to us.
