KSeF · Comarch ERP XL · CRM
KSeF that does the rest of the work.
In shortWe connect purchase invoices from KSeF (Poland's National e-Invoicing System) with Comarch ERP XL, document workflow and CRM: received invoices are fetched automatically, routed for approval by cost centre (MPK), and once approved the documents are created in the ERP. A complete implementation typically takes up to 3 months from the start of the project, depending on scope.
Implementation time
Up to 3 months. From project start to a full workflow.
A complete implementation of the KSeF integration with document workflow and CRM for Comarch ERP typically takes up to 3 months from the start of the project — depending on scope. Simpler connections we launch faster.
How does the KSeF integration with Comarch ERP XL work?
In shortSeven steps from an invoice in KSeF to a document in Comarch ERP XL — without retyping data. A person makes only the decision, the panel does the rest.
Fetching from KSeF
The scheduler fetches new purchase invoices from KSeF 2.0 and stores the full XML.
Categorization
Goods, cost or service; MPK, cost type, branch or project.
Verification
The counterparty is checked in GUS and on the VAT white list, with a bank account comparison.
Approval
The person assigned to the MPK (or a deputy) approves in the panel, on a phone or from email.
Matching to orders
Invoice lines are linked to purchase orders (ZZ) from Comarch ERP XL.
Documents in the ERP
A delivery advice for the warehouse (when needed) and a purchase invoice in Comarch ERP XL, with a retry queue.
Closing
The purchase invoice in the ERP carries the KSeF number, the FZ number goes back to the panel, the invoice gets the "Exported" status, and the whole history stays.
Invoice card
Every invoice knows what stage it is at.
From "Received" to "Exported": lines matched to orders, counterparty verification, change history, the XML from KSeF and logs — in one view.
What exactly the integration does.
Features from our working deployment in a company from the wholesale industry.
- 01
Invoices are fetched automatically
A scheduler regularly fetches new purchase invoices from KSeF 2.0 — with the full XML: line items, payments and bank accounts. Sales invoices from KSeF are fetched in a separate stream, for viewing.
- 02
Three paths: goods, cost, service
An invoice goes to the right path. Cost invoices get a cost centre (MPK) and a cost type, service invoices get an MPK and a project ID, goods invoices get a warehouse and a branch.
- 03
Approval by cost centre (MPK)
Every cost centre (MPK) has an approver and a deputy. The invoice lands in the right person's "To approve" tab on its own — with a history of decisions.
- 04
Decision straight from email
A message with "Approve / Reject" buttons and reminders when a decision is waiting. The link opens a page where the decision still has to be confirmed, so merely opening the message or the link (e.g. by a mail scanner) approves nothing.
- 05
Counterparty verification
A check in GUS and on the VAT white list, including a comparison of the bank account on the invoice with the one in the register.
- 06
Pre-approval check and cost analytics
The panel will not send an invoice with missing data for approval, and shows right away what is missing. Cost analytics shows which cost accounts each invoice was posted to.
- 07
Matching to purchase orders (ZZ)
Multi-level matching to purchase orders from Comarch ERP XL: the order number from the XML, EAN, supplier index, product name. Unknown products are flagged.
- 08
Delivery advice and purchase invoice in Comarch ERP XL
When a delivery goes through the warehouse, the panel creates a delivery advice (AWD) in the ERP linked to the purchase order, and once the warehouse receives the goods — a purchase invoice (FZ). Where a delivery advice is not needed, the FZ is created straight away. The FZ gets the KSeF number, the link to the invoice in KSeF and the date the number was assigned: since February 2026 the KSeF number is required in the JPK_VAT purchase register. The FZ number goes back to the panel.
- 09
Retry queue when the ERP connection fails
When the connection to the ERP server drops for a moment, the operation goes into a queue and is retried automatically several times, with growing intervals. If that is not enough, it is marked as failed and can be retried manually. The document does not disappear from the system.
- 10
Invoices from email linked to KSeF
Some invoices still arrive outside KSeF: from foreign suppliers, from the smallest companies until the end of 2026, or issued offline. The panel reads them from the mailbox (PDFs and ZIP, RAR, 7z archives; OCR and AI). When the invoice is already in KSeF, or arrives there later, the panel links it to the emailed version by invoice number, so nothing is counted twice. On top of that: spam detection, assignment to people and comments with @mentions.
- 11
Corrections and currencies
A correction is linked to the original invoice in both directions and shows the "before" and "after" values. You convert a foreign-currency invoice to PLN with one button — using the rate and VAT stated on the invoice.
- 12
Permissions for every tab
Viewing, categorization and approval separately for goods, cost and service invoices. Everyone sees only what they should.
- 13
Full document history
Change history, logs, a preview of the XML from KSeF and a PDF printout with a QR code. Other people's changes are visible live.
- 14
Notifications and deadlines
Telegram: new invoices, documents created, export to the ERP and errors. A separate tab collects invoices past their payment due date.
We connect the systems you already use.
The list covers integrations running in our deployments. We do not rule out other systems — we connect them through an API, a database or exchange files.
Finance and ERP
- KSeF 2.0fetching and routing e-invoices
- Comarch ERP XLdocuments, orders, synchronization
- VAT white listverification of the counterparty's bank account
- NBPexchange rates
Public registers
- GUS REGONcompany data (BIR)
- CEIDGsole proprietorships, PKD codes
- KRScompanies and their data
- OpenStreetMapgeocoding and customer maps
Communication
- IMAP and SMTP mailreceiving orders and invoices, sending
- Webhooksevents from other systems
- Telegramnotifications and alerts
- PDF generatorcontracts and documents from templates
- DHLshipping, labels and parcel tracking
- Email campaignssending to customers with an unsubscribe option
AI and data
- Claude (Anthropic)quoting agent and invoice-matching assistant
- Mistral OCRreading invoices, contracts and scanned mail
- Gemini (Google)commodity price forecasts
- n8nautomation workflows
E-commerce
- B2B e-commerce platformsorders, customers, catalogue
- Product feedsGoogle XML and CSV for partners, stock levels from the ERP
An integration is often the first step towards your own panel — see custom applications. The full list of tools: technologies and integrations.
KSeF and Comarch — questions and answers
How does the KSeF integration with Comarch ERP XL work?
The panel regularly fetches purchase invoices from KSeF 2.0, splits them into goods, cost and service invoices, verifies the counterparty in GUS and on the VAT white list, and then routes them for approval to the person assigned to the cost centre (MPK) — in the panel, on a phone or from email. An approved invoice is matched to purchase orders from Comarch ERP XL, and a purchase invoice with the KSeF number is created in the ERP — and when a delivery goes through the warehouse, first a delivery advice that the warehouse receives. The document number goes back to the panel.
Is KSeF already mandatory?
Yes. Since 1 February 2026 every company must receive invoices through KSeF, and since 1 April 2026 almost every taxpayer issues invoices to businesses in KSeF. Until 31 December 2026, taxpayers whose sales documented by invoices do not exceed PLN 10,000 gross per month, among others, may still invoice outside the system. From 1 January 2027 they also move to KSeF. The integration fetches all purchase invoices from KSeF, and reads those that still arrive outside the system from email (OCR and AI). Current rules: ksef.podatki.gov.pl.
Does the integration issue sales invoices in KSeF?
No. Our integration handles purchase invoices: fetching from KSeF, categorization, the approval workflow and documents in Comarch ERP XL. Sales invoices are issued in KSeF from the system where they originate (e.g. the ERP) — the panel can only fetch them from KSeF for viewing. If you need automation on the sales side, we will discuss it during a free consultation.
How long does a KSeF integration take?
A complete KSeF integration with document workflow and CRM for Comarch ERP typically takes up to 3 months from the start of the project — depending on scope. Simpler connections, such as just fetching invoices, we launch faster.
Does the integration handle KSeF correction invoices?
Yes. Correction invoices are recognized automatically, and the panel shows the values before and after the correction and the reason for the correction, if the issuer provided one. Corrections have their own counter, so they do not get lost in the workflow.
Which systems do you integrate KSeF with?
We have a working KSeF 2.0 deployment with Comarch ERP XL, an approval workflow, email and CRM. Other ERP systems, including other Comarch programs (e.g. Optima), we connect after an analysis — through an API, a database or exchange files.
Can invoices be approved from a phone or from email?
Yes. You can approve an invoice in the panel on a phone or straight from email: the person responsible for the cost centre (MPK) receives a message with "Approve" and "Reject" buttons. The decision has to be confirmed on the page that the link opens, so merely opening the message (e.g. by a mail scanner) approves nothing. When a decision waits longer than a set number of days, the panel sends a reminder. All decisions stay in the invoice history.
Do you check the counterparty before posting?
Yes. The integration verifies the counterparty in GUS (REGON) and on the VAT white list, including whether the bank account number matches.
KSeF invoices without manual work. Free consultation.
Show us what your invoice workflow looks like today. In a free consultation we will tell you what can be automated and how long the implementation will take.