SAP Integration with National e-Invoicing System - How Does Invoicing Automation Work in Practice?

Introduction - why automate invoicing in National e-Invoicing System?

From February 1, 2026 The National e-Invoicing System (KSeF) will become a mandatory for companies in Poland. This means a real revolution in the area of invoicing and tax settlements. All structured invoices will have to be issued, received and stored exclusively in the KSeF system, which will eliminate traditional paper invoices and electronic invoices in their current form (e.g. PDF).

For companies using SAP, integration with KSeF is a key step in adapting financial and accounting processes to new legal requirements. Manual invoicing in the KSeF system can be time-consuming and error-prone, so Automation of this process is becoming not just an option, but a necessity.

The benefits of automating invoicing in SAP are significant:

• Increased efficiency - Elimination of manual data entry and acceleration of document circulation
• Minimizing errors - the system automatically checks the correctness of the data
• Greater transparency and control - invoices are fully compliant with KSeF requirements
• Time and cost savings - Accounting does not have to engage in manual invoice handling
• Full regulatory compliance - The company meets the statutory requirements without additional effort

 

In this article, we take a look at how the Automation of invoicing with KSeF in SAP, what are its key elements and what to pay attention to so that the whole process goes smoothly and smoothly.

 

How does National e-Invoicing System Work and What are its Requirements?

The National e-Invoice System (KSeF) is the government's platform for handling structured invoices. The KSeF invoice has a format XML in accordance with the standardized scheme specified by the Ministry of Finance.

Each invoice must include:

1. Details of the seller and buyer (TIN, address, company name)
2. Details of the transaction (amounts, VAT, form of payment)
3. QR code to verify the document
4. Unique identifier assigned by KSeF

 

The SAP system must be integrated with KSeF, to automatically generate, send and receive invoices.

 

SAP Integration with the National e-Invoicing System - Key Components

Invoicing automation requires the right SAP tools and modules. Depending on the version of the system, companies can use:

1. SAP VIM (Vendor Invoice Management) - Optimization of the process of handling incoming invoices.
2. SAP DRC (Document and Reporting Compliance) - Support reporting in accordance with KSeF requirements.
3. SAP Document Compliance - A dedicated SAP solution for handling e-invoices.
4. External SAP integrators - For example, Lukardi's proprietary tool, the KSeF Cockpit, which streamlines document processing.

 

Proper integration eliminates the need to manually enter invoices and allows them to be automatically sent to KSeF.

 

Automatic Invoicing Process in SAP - Step by Step

 

Step 1: Create an invoice in SAP

The accounting clerk or the system generates the sales invoice in SAP. The data is automatically taken from the purchase order or contract.

Step 2: Validate invoice before sending to National e-Invoicing System

The SAP system checks the correctness of the invoice according to KSeF requirements (e.g. missing data, correctness of VAT).

Step 3: Submit invoice to National e-Invoicing System

SAP connects to KSeF via API and sends the invoice in XML format.

Step 4: Assign a unique National e-Invoicing System number.

The Ministry of Finance returns a unique invoice reference number. SAP records it in the system as a receipt.

Step 5: Archive and share the invoice

The invoice stays archived in SAP and automatically sent to the recipient.

 

Automatic Receipt and Processing of Invoices in SAP

 

Companies must not only send invoices to National e-Invoicing System, but also download purchase invoices. Automation of invoice receipt works as follows:

1. SAP merges with National e-Invoicing System And downloads incoming invoices.
2. SAP system processes invoice data and matches them with orders in the system.
3. Automatic posting - The system assigns the appropriate accounting categories.
4. Handling of possible errors - The system reports inconsistencies and sends notifications.

 

This eliminates manual entry of invoices, which saves time and reduces errors.

 

The most common challenges and how to deal with them?

 

1. No ready-made SAP integration with National e-Invoicing System
   It is worth using the tools SAP or dedicated connectors.
2. Errors in invoices rejected by National e-Invoicing System
   Implementation automatic validation Before sending invoices to KSeF avoids problems.
3. Lack of clear procedures in the company
   Creation of clear rules Regarding the circulation of invoices in the organization.
4. Regulatory changes and new National e-Invoicing System requirements
   Regular updating the SAP system and keeping abreast of changes in tax law.

 

Benefits of National e-Invoicing System automation in SAP

1. Reduce time to issue and process invoices
2. Fewer errors and regulatory compliance
3. Better control over the circulation of invoices
4. Secure document storage in SAP
5. Eliminate paper-based invoice workflow

 

Companies that are implementing KSeF automation in SAP, gain a competitive advantage, improve financial efficiency and minimize the risk of tax problems.