KSeF in an accounting firm: client permissions
How a client grants an accounting firm permissions in KSeF, who can pass them on to the firm’s employees, and when a ZAW-FA notification is needed.
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Systems for accounting firms in Katowicesince 2020
Client documents without retyping
We build systems that a firm adds alongside its accounting software: the client uploads documents in a portal, AI reads what is not in KSeF, and reminders about missing documents go out on their own. Every reading is approved by an accountant. No subscription: the system and the code are yours.
From the first call you work with the architect who builds your system.
- Free consultation
- Quote broken down by stage
- Every stage ends with a sign-off
- PortalClients upload documents themselves
- AIReads documents from outside KSeF
- RemindersAbout missing items, no calls to clients
- KSeFClients’ invoices pulled from KSeF
What brings people to us
You know this from the end of the month
This is what collecting documents from clients usually looks like before the firm has a system of its own for it.
Documents from many channels
Invoices, receipts and statements arrive by email, by messenger, as a photo from a phone or in a binder. Someone has to sort them before the bookkeeping can begin.
Chasing missing documents
At the end of the month the firm calls and writes to clients for missing documents, and declaration deadlines do not wait.
Not everything is in KSeF
Suppliers abroad usually issue invoices outside KSeF, receipts never reach it, and during the transitional period some invoices may still be issued outside it. These documents still arrive as PDFs or photos and someone retypes them by hand.
KSeF permissions at every client
The firm works in KSeF on permissions granted by the client. With several dozen companies it is hard to remember where access works and where it still has to be granted.
The same questions every month
The client asks whether the documents arrived and what is still missing, and the answer means checking email, the software and notes.
Accounting software does not do this
The firm’s software handles bookkeeping well, but it does not collect documents from clients or remind them about what is missing. The rest ends up in spreadsheets and emails.
What we build
A portal and AI alongside your accounting software
Sending invoices to KSeF, AI reading of documents, and GUS and NBP data already run in our own product, Biurko. We bring that experience to your firm.
Each client has their own place for documents and messages, so the firm does not hunt for them in the inbox and in messengers.
No subscription: the system and the code are yours.
- Uploading photos and PDFs from a phone or computer, nothing to install
- A list of missing documents for the month, for each client
- Messages and files attached to the company, not to a private inbox
AI pulls the data out of a document and hands it to the accountant for checking before it goes any further.
AI can make mistakes, so the final say stays with a person: the accountant approves every reading. We use existing models and do not train our own.
- Photos and PDFs: foreign invoices, receipts, bills
- Fields read, shown next to a preview of the original
- Polish counterparty checked against GUS and the VAT white list
The system reminds clients about documents according to the firm’s calendar, and the firm sees who is ready to close the month.
You set the wording and rhythm of the reminders, not the system.
- Email reminders on the days the firm sets
- A list of clients with missing documents before the month is closed
- A calendar of deadlines for every client
The system does not replace the accounting software, it only prepares data for it.
What your software accepts, we check at the free consultation.
- Fetching invoices from KSeF on permissions granted to the firm
- Passing data to the accounting software through an API or a file
- NBP exchange rates and company data from GUS
Describe your process
We reply and book a free consultation.
Who it is for
For the whole firm and its clients
In a 2026 wFirma survey, 91.5% of 515 accounting firms said they had to change how they organise their work after KSeF arrived.
Firm owners
You see which clients are ready to close the month and which are not.- In KSeF the client grants the firm a permission to issue invoices or to access them, and marks whether the firm may pass it on to its employees.
- When keeping a client’s books, the firm processes personal data on the client’s behalf, which requires a data processing agreement (Art. 28 GDPR (RODO)). Roles in the system limit who sees which client’s documents.
- One view of missing documents, deadlines and permissions instead of each accountant’s notes.
Accountants
Less retyping, more time for bookkeeping and talking to the client.- Since 1 February 2026 every VAT taxpayer receives invoices through KSeF, and since 1 April 2026 smaller businesses issue them there too (Art. 145l and 145m of the VAT Act).
- Staying outside KSeF are, among others, invoices from sellers with neither a seat nor a fixed establishment in Poland (Art. 106ga(2) of the VAT Act) and receipts, and during the transitional period also invoices issued outside KSeF within the monthly limit (Art. 145m).
- AI presents the fields it read next to the document, and the accountant corrects and approves them.
The firm’s clients
They upload documents from a phone and know what is still missing.- A photo of a receipt or a PDF invoice reaches the firm in seconds.
- The reminder arrives on its own, before the firm has to call.
- The client sees which documents the firm has already accepted.
Result
This is what a system looks like in daily use
Some projects we show from the inside; the rest we describe as far as the client allows.
Cost
See what the price is made of
Below is an example calculation. All amounts are approximate, and the quote for every project is individual.
An example system scope
Select modules to see an indicative range.
- System coreSign-in, user roles, the database and the panel the modules are built on.~ 20,000 PLN
This is an example, not an offer
Select the modules to see how a price can add up. The amounts are approximate and may differ: the cost of your project depends on your processes, the number of users, integrations and requirements, so the final quote can be lower or higher. You get the exact, individual quote after a free consultation.
Net amounts, excluding VAT. This is an example calculation, not an offer: your processes decide the price, not a price list.
The system and the code are yours, with no recurring licence fees. Support after launch is optional.
Who you work withIT agency in Katowice
You talk directly to the company’s founder
ITCompass designs AI-powered CRM, ERP and automations for small and mid-sized companies. No middlemen: you talk through your processes directly with the architect who designs your system and leads its build. Requirements are not passed along a chain of people, so nothing gets lost on the way.
A system built around your processes
We do not sell a template. Every company works differently, so we design each system from scratch around your processes and prepare an individual quote after a free consultation.
Our own product in production
We built and run Biurko ourselves, a Polish SaaS for sending invoices to KSeF. We know a system from design all the way to maintenance.
Proven technologies
Laravel, Vue, TypeScript and PostgreSQL. Our products are available in Polish, English and Ukrainian.
- years of commercial experience with Laravel and Vue
- 7+
- systems built with our founder on board, from e-commerce and CRM to our own SaaS with KSeF
- 25+
- months from signing the contract to production launch and final sign-off
- 2.5
Knowledge
How we think about CRM, ERP and AI
Our latest articles.
Questions
What accounting firms ask
Price, accounting software, KSeF, AI and client data: the answers before you ask.
We publish our prices up front, net of VAT: automating a single process is from 8,000 PLN, and a CRM or ERP system with AI is 20–90k PLN. In the Pricing section you can put together a rough estimate from modules. The exact price is set individually after a free consultation, because your processes decide the scope.
No. The system collects documents, reminds clients and prepares data, and you keep doing the bookkeeping in your own software. If your software has an API or file import, the data can reach it without retyping. At the free consultation we check what your software accepts.
The client grants the firm a permission in KSeF to access invoices and marks whether the firm may pass it on to employees. The firm authenticates in KSeF in its own name, and the system fetches the invoices of every client who has granted access and assigns them to that client’s company. We have already built sending and fetching invoices from KSeF into our own product, Biurko.
It can make mistakes, which is why we do not leave it the final say. AI pulls the data out of the document and shows it next to a preview of the original: a person checks it, corrects it and approves it before it goes any further. We use existing models and do not train our own.
The firm processes its clients’ data on their behalf, so if we get access to it, before work begins we sign a sub-processing agreement with the firm (Art. 28 GDPR (RODO)), which the firm needs its clients’ consent for. Access inside the system is limited by roles: the accountant sees their own clients, and the client only their own documents. The connection is encrypted (SSL), backups run automatically, and the test environment is kept apart from production. Which AI services we use and what data reaches them is agreed with you before launch.
Biurko (biurko.io) is our own product for invoicing with KSeF, VAT settlements, JPK and ZUS for small businesses. We do not offer it as software for a firm: it shows that sending invoices to KSeF, AI reading of documents, GUS data and NBP rates are already built and working. We bring that experience to the system we build for you.
It depends on the scope, and we give the timeline together with the quote, broken down by stage. Every stage ends with a formal sign-off, so you see a working part of the system, e.g. the client portal, before the whole is finished.
You do. You pay for the work, not for a licence: there is no subscription. At the end we hand over the source code, the documentation and the access credentials, so you can develop the system yourself or with another company.
First step
Got a process that eats your time? Tell us about it
Write a few sentences about how you collect documents from clients today and which software you do your bookkeeping in. We will tell you where it makes sense to start and book a free consultation.
- A free consultationYou describe the process, we look for what is worth automating. You do not need a specification.
- A quote broken down by stageAfter the consultation you get a quote broken down by stage, together with a timeline.
- The system and the code are yoursNo recurring licence fees. Support after launch is optional.