Invoicing and KSeF

What it does

Invoicing lets you issue VAT invoices for paid orders straight from POSolid and sends each one automatically to KSeF, the Polish National e-Invoicing System. The amounts come from the order exactly as it was paid, so nobody retypes prices. Once KSeF accepts an invoice, you can download it as a PDF with the KSeF QR code, e-mail it to the buyer, and correct it later if something changes.

Getting started

1. Invoicing is an add-on module. Once it's switched on for your venue, an Invoice Manager group appears in the side menu.
2. Check that your venue's company name, NIP, address and currency (PLN) are filled in in the organization settings. Invoices can't be issued without them.
3. Open Invoice Manager → Configuration:
   • KSeF environment — it starts on Test, where invoices have no legal effect. Leave it there while you try things out.
   • Number series — set up one for Invoices and one for Corrections, for example FV/{seq}/{mm}/{yyyy}. If you're moving from another program, set Next number to continue its numbering.
   • KSeF connection — paste the KSeF token you generated in the KSeF application for your NIP, tap Save token, then Test connection.
4. Issue an invoice: open Invoice Manager → New invoice and pick a paid order, or tap the receipt icon next to a paid order in the order history.
5. Choose Company (country and NIP or tax ID) or Private person, fill in the name and address, and optionally an e-mail. You can also find the buyer in Clients by name, phone or e-mail, or tick Save this buyer to CRM to keep a new one for next time. Tap Issue.
6. The invoice is sent to KSeF in the background. Its status changes from Sending to In KSeF, usually within a minute. From then on you can download the PDF, send it by e-mail, or correct it.
7. When you're ready to issue real invoices, switch the environment to Production, set up the number series and save a production KSeF token for it.

Key things to know

• One invoice per order, and only for a fully paid order. Refunded orders, refund orders and orders from delivery platforms (Wolt, Glovo, Pyszne.pl) can't be invoiced here.
• If the receipt was printed with a buyer's NIP, a company invoice for that order must use the same NIP. Private persons and foreign buyers aren't affected.
• The amounts can't be edited. The invoice shows exactly what was paid for the order, including any service charge or discount, split by VAT rate.
• The PDF is available only once KSeF accepts the invoice. It carries the KSeF number and a QR code that anyone can scan to check the invoice in KSeF. On Test and Demo every page says it is a test document.
• Automatic PDF copies: when the buyer gave an e-mail, the PDF is sent once KSeF accepts the invoice — except to Polish companies, which receive their invoices in KSeF. You can change that per invoice with the E-mail a PDF copy switch, or per client in Clients. You can always send the PDF by hand with Send by e-mail.
• Statuses: Not sent, Sending, In KSeF, Rejected and Needs attention. An invoice that needs attention says why — most often the KSeF token is missing, expired or lacks permission. Needs attention in the menu lists all of them, with a counter, and the people who issue or manage invoices get a notification.
• No KSeF token yet? Nothing is lost. Invoices wait in the queue and are sent automatically as soon as a working token is saved.
• Corrections: open the invoice, tap Correct, and either reverse the whole invoice or set the new quantity for the lines that changed, with a reason. The original must already be in KSeF. A correction gets its number from the corrections series. To change something again, correct the original invoice again — the new correction starts from what was last invoiced.
• Numbering never repeats. A series that starts again every year must contain the year, and one that starts every month the year and month. A new series that would start on a number already used is refused.
• Who can do what: owners can do everything. Managers can view and issue invoices. Corrections, number series, the environment and the KSeF token are for the owner, or for anyone given the "Manage invoices" permission in the role editor.
• Invoices are managed in the web app only, not in the mobile app.

FAQ

Q: Are invoices issued on Test legally binding?
A: No. Test and Demo invoices go to KSeF's test environments and have no legal effect. Only invoices issued after you switch to Production are real invoices.

Q: An invoice says "Needs attention". What do I do?
A: Open it — the panel at the top explains the reason. If the token is missing or expired, save a new one in Invoice Manager → Configuration; held invoices are then sent automatically. Otherwise fix the cause and tap Send again.

Q: Could an invoice end up in KSeF twice if the connection drops?
A: No. If it's unclear whether KSeF received an invoice, POSolid checks with KSeF before sending it again, and recognises an invoice that is already there.

Q: Why can't I download the PDF?
A: The PDF is created only after KSeF accepts the invoice, because it carries the KSeF number. Wait until the status shows In KSeF.

Q: The customer gave the wrong NIP. Can I edit the invoice?
A: An issued invoice can't be edited. Issue a correction that reverses it in full, then issue a new invoice for the order with the right details.

Q: Why didn't the buyer receive the PDF automatically?
A: Either no e-mail was given, or the buyer is a Polish company — they get their invoices in KSeF, so no copy is sent unless someone switched it on for that invoice or client. You can send it any time with Send by e-mail.

Q: Can I continue the numbering from my previous program?
A: Yes. When you set up the number series, enter the next number your previous program would have used. POSolid won't let a series start on a number that has already been used.

Q: Can I invoice a delivery-platform order?
A: Not at the moment. The platform may be the one invoicing that customer; this is being confirmed.