Marek connects the studio to KSeF

Marek Wiśniewski gets a call from his accountant: company invoices should be flowing into KSeF, the Polish national e-invoicing system. So far Studio Ruchu Flow has been generating its invoices locally in Systemate — perfectly valid PDFs, but they never leave the system. Time to connect the studio to KSeF.

1. How the studio invoices today

Marek starts with a look at Settings → Configuration, in the invoices section. This is where every seller has its invoice-handling mode: invoicing can be switched off entirely, invoices can be generated locally by Systemate (without KSeF), or the issuing can be delegated to an external provider — Fakturownia or inFakt. The studio runs in the local mode. To reach KSeF, invoices have to be issued by a provider that talks to it — and that is inFakt.

All the options explained: Set your logo and invoice details.

2. An evening with inFakt

The bridge to KSeF is an inFakt account, so Marek creates one and works through its settings: he fills in the company data, picks the VAT-exemption reason that applies to the studio, and activates the KSeF integration, following inFakt’s instructions. Finally he generates an API key with the invoice read and write permissions — the one thing Systemate will ask him for.

3. Systemate meets inFakt

Back in Settings → Configuration, Marek picks inFakt as the invoice provider, pastes the API key, and clicks the test button — the connection works, so he saves. One switch remains: the send mode for company invoices goes to sending to KSeF (“Wysyłka do KSeF”). Before accepting, Systemate double-checks with inFakt that the KSeF integration is really active — it is, and the setting saves.

Step by step: Send invoices to KSeF.

4. The first invoice lands in KSeF

Next morning ACME Software buys quarterly passes for two of its employees. Kasia completes the sale as a company purchase, the request is invoiced automatically through inFakt — and in the Invoices view Marek watches the KSeF column: the fresh invoice starts at “oczekuje” (waiting) and later shows “w systemie” — the invoice is in KSeF. ACME’s accounting team is notified by e-mail that the invoice awaits them there, while Ewa, a private customer from the same morning, simply gets her PDF by e-mail like always.

Every path an invoice can take: Issue an invoice.

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The result: company invoices now reach KSeF on their own — inFakt issues them, Systemate tracks their status, and private customers still get their PDFs as before. The accountant finds everything in KSeF, and Marek did not change a thing in how Kasia sells at the front desk.