KSeF and electronic document workflow

KSeF support for limited liability and capital companies should cover not only access to Poland’s National e-Invoicing System, but also electronic document workflow, invoice descriptions, approvals, authorisations and accounting control. At TOP Outsourcing, we combine KSeF readiness with a practical operating model for finance and accounting teams.

KSeF as a process, not just invoice downloading

After the introduction of KSeF, we have seen situations where a client downloaded invoices from the system, printed them and physically delivered them to the accounting office. That is not real automation — it is an old process moved into a new environment.

At TOP Outsourcing, KSeF is part of the entire accounting process: authorisations, electronic document workflow, invoice description, approval, posting, control and ongoing client access to documents.

How does the KSeF service model work?

  • we review the current process for issuing, receiving and approving invoices,
  • we define KSeF authorisations and the scope of responsibilities on the client and TOP Outsourcing side,
  • we implement electronic document workflow with invoice descriptions, tags and cost approvals,
  • we provide the client with ongoing access to documents and their processing status,
  • we can support the client as the first authorised person, also referred to as a KSeF Master, including authorisation management and access changes,
  • we connect KSeF with the accounting process, reporting and data quality control,
  • within one fixed fee for workflow and KSeF support, the client receives a process, not just a single technical integration.

Result

The client receives a structured workflow for e-invoices, a clear allocation of responsibilities, approval control and data ready for accounting, reporting and further financial analysis.

FAQ — KSeF and electronic document workflow

Frequently asked questions about KSeF, structured e-invoices, electronic document workflow, KSeF Master authorisations and preparing a company for the new requirements.

What is KSeF and who does it apply to?

KSeF, the Polish National e-Invoicing System, is used to issue and receive structured e-invoices. In practice, companies need to prepare not only technically, but also operationally: invoice workflow, authorisations, approvals, document descriptions and responsibilities within the finance and accounting team need to be defined.

How does TOP Outsourcing support companies with KSeF and electronic document workflow?

We combine KSeF support with electronic document workflow. We help organise invoice receipt, document description, approvals, posting and archiving. As a result, KSeF is not merely a place to download an invoice, but part of a controlled accounting process.

Is electronic document workflow part of the KSeF service model?

Yes. Our base model includes electronic document workflow. The client can describe invoices, assign tags, indicate approvers and submit documents for accounting in a structured process.

Can TOP Outsourcing support a company as the first authorised person or KSeF Master?

Yes. Within the agreed scope, we can support the client as the first authorised person, also referred to as a KSeF Master. We help set authorisations, manage access changes and organise the ongoing KSeF process on the company’s side.

Does KSeF mean automatic posting without accounting control?

No. KSeF and automation accelerate document workflow, but invoices still require review, proper description, approval and accounting classification. Our model combines technology with accounting supervision.

Does KSeF support cover purchase and sales invoices?

Yes. We analyse both the receipt of purchase invoices and the issuing of sales invoices. If needed, we help select a sales invoicing solution and organise how data is transferred to the accounting records.

Can you help if the company uses its own accounting or workflow system?

Yes. We can work within our service model or support the client’s KSeF and electronic document workflow implementation in its own environment, such as finance and accounting systems, ERP systems or workflow tools.

Does KSeF support also include procedures and training?

Yes. We prepare procedural recommendations, define responsibilities and support the team in changing the document workflow and day-to-day operational work.

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Let’s talk about KSeF and electronic document workflow in your company.

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