Sending invoices and KSeF

An issued invoice reaches the client in up to three ways: by e-mail from Quanty, as a paper original by post, and through KSeF, the Polish national e-invoicing system. This page covers each of them as they work from the invoice: the e-mail and its state, many invoices at once, the postal register, putting an invoice into KSeF and the XML file for invoices KSeF must get by hand.

Before you start

• Only an issued invoice is sent: "Only an issued invoice can be sent: issue the draft first. A cancelled invoice never goes out." See Invoices.
• Sending needs a role that may change TMS data; a member limited to some TMS modules needs Finance.
• How a client wants its invoices (addresses, channels, originals, attachments) is on its card (see Invoicing terms).
• KSeF needs your organization's KSeF connection with sending set up by an admin (see Sending invoices to KSeF). Sending to KSeF is always a person's step on the KSeF page.

Send by e-mail

Send by e-mail on an issued invoice prepares the e-mail.

1. Click Send by e-mail (Send by e-mail again for an invoice already sent).
2. Check the recipients. To and Cc are filled in (Add Bcc adds blind copies; it starts empty), and the dialog says where the addresses came from: "The addresses from the client's invoice settings.", "The address of the client's primary contact." or "The address from the client's card." Type an address and press Enter to add one.
3. Check the Subject and the Message. They are written in the invoice's language.
4. Check the Attachments: the invoice PDF ("made when it is sent") and the orders' documents the client asks for ("the client asks for it") or that are flagged "Attach to invoice" ("flagged for the invoice"). Untick what should not go. Join into one PDF puts "The invoice and the documents in one file."
5. Pick Send from: your own mailbox, a shared mailbox, or Quanty (replies then come to you).
6. Click Send. "Sent to faktury@nowak.pl".

At most 10 addresses per line and 20 recipients in all. "Without the invoice attached, this e-mail does not mark the invoice as sent."

The dialog warns before you send when:

• the invoice was sent before: "This invoice was sent on 31.10.2026 14:05. This e-mail goes as another one.";
• it has no KSeF number yet: "The client may be waiting for it in KSeF.";
• the client takes its invoices another way: "The client takes its invoices another way: through KSeF. You can still send an e-mail.";
• the client also wants the originals by post: "after sending, record it under ⋯ "Sent by post".";
• the previous e-mail did not go out, did not arrive, or its fate is not known.

What happened to the e-mail

The invoice's E-mail and post section lists every e-mail ("E-mails (3)") with its state, the recipients, the sender, the attachments and who sent it:

An e-mail from Quanty that the recipient's server refused opens the issue "E-mail did not arrive". When no answer came back, pressing Send again is safe: "it will not send it twice". Sending, and sending again, never move the due date.

Many invoices at once

Tick invoices on the list and click Send by e-mail: "Each invoice goes to the client's addresses with the usual text, the invoice PDF and the documents the client asks for."

1. Send invoices by e-mail shows "Picked: 8". At most 20 invoices at once.
2. Click Send. The result says "Sent: 6. Left out: 2." with the reason for each one: Not issued (a draft or cancelled), Already sent, The client has no address for invoices, The client takes its invoices another way (KSeF, post, portal), Being sent right now, The mailbox sent enough for this hour, Quanty sent enough for this hour, Too long for a PDF and others.

"Drafts, cancelled invoices and invoices already sent are left out." A mailbox and your organization both have an hourly sending limit for TMS e-mails; when it is reached, send the rest a little later or from another mailbox.

Sending by post

When you post the paper original, record it: ⋯, Sent by post ("Record the shipment with the original invoice.").

Save: "Recorded: the originals are on their way." The shipment shows a chip: Sent today, "In transit for 3 days", "Delivered 04.11", Returned or Lost. Its menu (More about this shipment) has Track the shipment, Delivered…, Returned to us, Lost and Remove the entry.

• Delivered… records Delivered on. "A payment term counted from delivery is set once and never moves." This is how an invoice that waits "after the documents arrive" gets its due date.
• Remove the entry is for a mistaken entry: "A delivery date it already set on the invoice stays."

Originals in transit

The Originals filter on the invoices list shows In transit, Delivered and Returned or lost: Originals by post with the Invoice, Client, Carrier, Tracking number, Sent date and Status. "No originals are in transit." when there is nothing on the way.

KSeF

Send to KSeF puts an issued invoice into your organization's KSeF connection, into the table invoices are sent from. It waits there: a person prepares, checks and sends it on the KSeF page, with every check of the Sending invoices to KSeF: sending switched on by an admin, the test environment first, and on Production the invoice number typed to confirm and, by default when your organization has two or more admins, approval by a second admin. Quanty never sends an invoice to KSeF by itself.

1. On the issued invoice, click Send to KSeF.
2. An invoice dated another day than today asks first: "The invoice is dated 30.10.2026 and today is 02.11.2026. Send it to KSeF with this date?" Send with 30.10.2026, so a forgotten draft does not reach KSeF with an old date.
3. Quanty answers "The invoice is waiting for approval in KSeF: It is in the KSeF sending table now. A person approves it on the KSeF page and it goes out from there." with Open the KSeF page.
4. On the KSeF page, a person prepares, checks and sends it (see Sending invoices to KSeF).
5. Quanty copies the outcome and the KSeF number back onto the invoice by itself. Refresh KSeF statuses on the invoices list asks again at once.

The answer also says when the connection is a test one ("This KSeF connection is a test environment (Test environment).") or when sending is switched off ("so the invoice waits until an admin turns it on").

The KSeF section of an invoice

The printout shows the KSeF code (QR) only for an invoice KSeF accepted.

Several invoices at once

Tick issued invoices on the list and click Send to KSeF (5). The result sorts them:

• "In the KSeF sending table, waiting for approval: 3". "Nothing was sent yet: approving and sending happen on the KSeF page."
• "To issue in KSeF by hand (several lines or a correction): 1".
• "Dated another day than today: 1". "Send them only if that date is right." Send with their dates sends them anyway.
• "Did not go to KSeF: 0", with the reasons.

Invoices that go to KSeF by hand

The KSeF sending table takes one line per invoice. An invoice with several lines, and every correction, cannot go through it: the invoice says Issue this invoice in KSeF by hand and lists the fields to copy (Field, Value, Copy all), and you note the KSeF number afterwards. For these invoices Quanty prepares the XML file (below).

What else stops an invoice:

Prepare for KSeF right after issuing in the invoice settings puts each new invoice into the sending table as soon as it is issued (see Numbering and invoice settings). Approving and sending still happen on the KSeF page.

The XML file for KSeF

For an invoice with several lines, or a correction, the KSeF section says: "This invoice has 3 lines, so it goes to KSeF by hand." (or "This correction goes to KSeF by hand, as a correcting invoice.") and "Check the file, download it and load it in the Ministry of Finance KSeF application."

1. Click Check the XML for KSeF. Quanty builds the invoice as an FA(3) file and checks it, also against the Ministry of Finance FA(3) schema.
2. Fix what it lists under "To fix before you download the file:", for example "The buyer has no NIP or EU VAT number.", "Line 2 has no VAT rate.", "In line 1 quantity times price is not the line value." or "The gross total of the invoice … is not the sum of its lines …". Then Check again.
3. When "The file is ready: 3 lines, valid against the Ministry of Finance FA(3) schema.", click Download XML (FA(3)) and load it in the Ministry of Finance KSeF application.
4. Note the KSeF number on the invoice once KSeF accepts it.

"Quanty does not send this file to KSeF by itself." An invoice that is already in KSeF gets a warning not to file it twice ("Do not file it twice."), and each download is written into the invoice's history. Line descriptions longer than 512 characters and a correction reason longer than 256 characters are refused by KSeF, so Quanty lists them instead of cutting them.

A correction's file

• When the correction counts for VAT: In the period of the original invoice, In the period of the correction or In another period. Quanty marks one as suggested and says why: when the correction lowers the amounts, the period of the correction; when it raises them or leaves them unchanged (it usually fixes a mistake), the period of the original invoice; when some lines go up and others down, another period. "Check the choice with your accountant."
• KSeF number of the corrected invoice: "If the corrected invoice is in KSeF, enter its number from the KSeF application. Without it the file says the invoice was issued outside KSeF."
• Quanty warns when the correction converts its VAT at another rate than the corrected invoice, and when an earlier correction was cancelled.
• A correction of a correction is refused: correct the original invoice.

Admins can switch Add the order number and route to the file on or off in the section's menu (More about the KSeF file).

Good to know

• An invoice copied from another system running next to Quanty is sent, filed in KSeF and e-mailed by that system; Quanty does not prepare its file or e-mail it.
• While Quanty works next to Marcos TMS for the whole organization, it sends nothing from here, also about invoices made in Quanty, except what the Marcos TMS card in TMS settings, Connections lists as still sent.
• Every e-mail and postal shipment is also listed on the client's Documents tab under Correspondence.

Related pages

• Invoices: issuing the invoice you send.
• Corrections: correcting an invoice and its KSeF file.
• KSeF e-invoices: the connection, sending and the four-eyes rule.
• Invoicing terms: how each client wants its invoices.