Sending invoices to KSeF

Quanty can issue an invoice to KSeF from a row of a table: "Issue invoices to KSeF from the rows of one table. Each invoice is validated and previewed before anything is sent, and on Production you confirm it by typing its number." One row is one invoice with one line item.

An invoice KSeF accepts on Production is a legal tax document, so sending is built as a ladder of checks, each enforced by the server at the moment it matters. Above all: only a person sends an invoice, from a table row, after checking the preview. Automations, the chat, agents and AI columns never prepare, approve or send anything to KSeF.

Before you start

• A working KSeF connection (see KSeF e-invoices) on the Gold plan or higher, with a token that has the right to issue invoices. A token that may only read invoices cannot issue one.
• Only an organization admin changes the Sending tab: "Only a workspace admin can change sending settings."
• People who issue invoices need edit access to the table invoices are issued from. Approving a Production invoice, when four-eyes is on, is for admins.
• Invoices from the TMS are issued on the TMS Invoices page instead (see Sending invoices).

Sandbox first

Every screen names the environment it works in:

Test and Demo send without any further condition. Production needs two more:

• Quanty has switched production on. Until then the readiness check "Production sending is allowed on this Quanty installation" stays red. Quanty sets this up for your organization; ask us.
• Proof that the flow works. "An invoice was accepted in Test or Demo recently": your organization needs an invoice that KSeF accepted, with its UPO, on a Test or Demo connection within the last 30 days.

So the path is: connect Test (or Demo), set up sending, issue an invoice and wait until KSeF accepts it. Then disconnect, connect Production with a token that may issue invoices, set it up the same way and switch sending on while the proof is fresh.

Set up the Sending tab

The switch

Send invoices from Quanty is off on every new connection. On: "Sending is on. People with edit access to the table can issue invoices from its rows." Switching it off is always possible and takes effect at once.

The table

Table invoices are issued from: "One row is one invoice with one line item. Pick the table your sales are prepared in, or create a new one." A new one is called "Invoices to issue (KSeF)".

Field mapping

"Tell Quanty which column holds each part of the invoice. Required fields must be mapped before an invoice can be prepared." The fields are grouped as Invoice, Buyer, Line item, Declared totals (checked, not sent) and Written back after KSeF answers.

A field can only point at a column of the chosen table. A Quanty Ghost column shows as "Ghost column, never on an invoice" and cannot be mapped; the check runs again when an invoice is prepared, approved and sent.

Seller details

"Printed on every invoice as the seller. They come from here, never from a table column." Company name, Street and number, Postcode and city and Country code, then Save seller details. The Seller NIP is "Always the NIP of this KSeF connection."

Approval by a second admin (four-eyes)

"Applies to Production only. Test and Demo never need approval."

Readiness

"Every check must pass before an invoice can be prepared on this connection."

"Ready to issue invoices." when all pass.

Issue an invoice

Open the table, right-click a row and choose Issue KSeF invoice, or use the same action in the record window. The action is there only while sending is on and the table is the one invoices are issued from. The dialog has three steps: Validate, Prepare and Send.

1. Validate only (dry run). Quanty builds the invoice as KSeF would receive it (the FA(3) format) and checks it: the structure and the arithmetic, the exemption basis of a zw rate, texts that are too long, unknown currency or country codes, and a foreign-currency invoice with a taxed rate. Nothing is saved or sent. You see a preview with seller, buyer, items and totals, the XML and its SHA-256 fingerprint.
2. Prepare invoice. "Preparing freezes exactly the XML shown here." If the row changes afterwards, sending refuses and you prepare it again. Preparing the same row again replaces an earlier preparation that was not sent.
3. Send. On Test and Demo the button is Send to KSeF. On Production the dialog warns that the invoice will have legal effect, asks you to type the invoice number exactly as shown (with slashes and letter case), and only then enables Send to KSeF Production. What goes out is the prepared XML, checked against the fingerprint you saw.

KSeF usually answers within a minute. You can close the dialog: the status keeps updating on the Submissions tab.

Approval on Production

With four-eyes in effect, a prepared Production invoice waits as Waiting for approval. A different admin opens it on the Submissions tab, checks the preview and clicks Approve, which allows exactly that XML to be sent. The person who prepared it cannot approve it: "You prepared this invoice. A different admin must approve it." It is then sent from the Submissions tab, again with the typed invoice number.

Statuses and the Submissions tab

Submissions lists every invoice prepared or sent from Quanty, newest first; nobody can edit or delete this history. Each one shows who prepared, approved and sent it, and its history records every step with the time and the person. Members see only the invoices of tables they can open.

You do not need to keep the page open: Quanty checks invoices that are still sending about once a minute, fetches the UPO (KSeF's official receipt) and writes the KSeF number and status into the row if you mapped those columns. Such steps appear in the history as "Quanty (status check)". An accepted invoice offers Download UPO and Download XML.

A prepared, approved or failed invoice can be cancelled by the person who prepared it or by an admin. An accepted invoice cannot be cancelled from Quanty: it can only be corrected with a correcting invoice.

When something goes wrong

Duplicates and limits

• An invoice number your company already has accepted in KSeF is refused before anything is sent, whether it went out from Quanty or came in through the sales register. KSeF's own duplicate check is the backstop.
• A number that is being prepared, approved or sent is refused too, and a double click cannot send the same invoice twice.
• An organization sends at most 30 invoices in any 60 minutes, across all environments; past that, the dialog says how many minutes to wait.

Good to know

• Only people send. No automation step, chat tool, agent or AI column can prepare, approve or send an invoice. An automation can only fill in the row of the table; a person issues the invoice.
• The history stays. Every prepared and sent invoice keeps its XML, fingerprint, people and UPO; nobody can edit or delete it.
• Sending off. Switching sending off stops new invoices at once; invoices already sent keep their status updates.

Related pages

• KSeF e-invoices: connecting and receiving.
• Sending invoices: KSeF for invoices issued in the TMS.
• Organizations and roles: who is an admin.