KSeF invoices and payment reminders that send themselves

Pick a task that comes back every week

The best candidate repeats often, follows a clear rule and takes time from someone who should be doing something else: retyping an invoice from an order, a payment reminder, moving customer data from a form into a program. If you can describe it as “when X arrives, do Y”, it can be automated.

We do not start with a process where every case is different or the decision needs a talk with the customer. There the system can suggest, but it will not replace a person.

Work out what the task costs you today

Before any price, we count three things together: how many times a month the task repeats, how long it takes each time and what happens when someone forgets it. A reminder sent a week late costs more than a quarter of an hour of work: the money arrives later.

These numbers show whether automation pays off. When the task happens twice a year, we will tell you it is not worth the budget.

Check whether the program you have is enough

Many invoicing and sales programs already have reminders, data export and a KSeF connection. If your program does what you need, setting it up well is enough. Your own automation makes sense when data moves between several programs that will not connect on their own, or when your company works differently from what the vendor planned.

Automation or integration?

Automation is a rule: the system takes the next step on its own, for example sends a reminder three days after the payment deadline. Integration is a connection: two programs exchange data, for example an invoice from your system goes to KSeF and the KSeF number returns to the order record. Usually you need both. A connection through an API or a file is built once, and later automations use it too. When a program has no API, a regular export to a file that the system reads by itself is often enough.

KSeF: what already applies

Since 1 February 2026, invoices from suppliers have been received through KSeF. Since 1 April 2026, invoices have been issued in KSeF, and the largest companies have done so since 1 February 2026. The smallest businesses, with invoiced sales of up to PLN 10,000 including VAT a month, may issue invoices outside KSeF until 31 December 2026. From 1 January 2027, KSeF is mandatory for everyone. We take the dates from the Ministry of Finance site ksef.podatki.gov.pl.

For automation this means one thing: the invoice goes through KSeF anyway, so it is best if your program sends it by itself and stores the number with the order.

• When invoices must be issued in KSeF (in Polish)
• Sales below PLN 10,000 a month (in Polish)

What the first automation looks like

A single automation usually takes 2 to 4 weeks, and the binding timeline goes into the quote. The steps from the first talk to signing off the stage are described above, under “You pay for a stage you can see”.

From day one the system keeps a log and a list of exceptions: whatever it cannot decide, it leaves to you. Once the first automation works, we build the next one on the same connection, so it does not start from scratch. We ran a larger project the same way: a system for a property manager was built in 4 stages, each closed with a sign-off record, 11 weeks from kick-off to final sign-off.

After a month, check whether it paid off

After a month, compare the result with the numbers from the start: how many times the system did the task by itself, how many cases it left on the list of exceptions and how much time someone got back. The log and the list of exceptions show this without counting by hand. When there are many exceptions, it is worth improving the rule before the next process comes in. It is also a good moment to pick the next task, most often a neighbouring one: after sending invoices to KSeF, the usual next step is automatic payment reminders for the same invoices.