Questions and answers

What is Faktuwa?

Faktuwa is designed to turn an invoice you have already issued into an XML file in the FA(3) format used for KSeF. The input is a PDF file or a photo of the invoice.

The converter is being prepared and will appear on this site.

What data does the program read from an invoice?

The seller and buyer NIP, the issue date, the items, the net amounts, the VAT rate and amount, and the gross amount. We will confirm the scope of reading with tests on sample invoices before launch.

What must I check before downloading the XML?

Every field. An AI model does the reading, and it can get digits, dates or the VAT rate wrong. Compare the NIP, dates, amounts and items with the original invoice. The design shows the check screen before the file is downloaded, and it cannot be skipped.

What happens to the file I upload?

The design is to process the invoice and the generated XML in memory only, without saving them to a database, to disk or to logs. We will test this before launch. Details are on the Security page.

Does Faktuwa send the invoice or the XML to KSeF?

No. The design returns an XML file, and you send it to KSeF yourself, through the official channel. Faktuwa does not send data to the Ministry of Finance.

Can I send a PDF to KSeF?

No. KSeF accepts only structured files in XML format that follow the e-invoice schema (the FA(3) structure). You can give a PDF or a photo of an invoice to your business partner only outside KSeF.

Faktuwa is designed to prepare an XML file from a PDF invoice for you to check. You will send it to KSeF yourself.

Source: KSeF 2.0 questions and answers, ksef.podatki.gov.pl (in Polish)

What if KSeF rejects the file?

Before KSeF assigns a number, it checks that the XML file follows the e-invoice schema and that the sender has the right permissions. If the file is rejected, the invoice has not been issued: you do not issue a correction, you prepare and send a new, correct file.

KSeF does not check arithmetic errors or the buyer details, so you check every field before sending. In Faktuwa you will be able to correct the fields and download a new XML file. For details of error messages, check on gov.pl.

Source: KSeF 2.0 questions and answers, ksef.podatki.gov.pl (in Polish)

How is this different from the official Aplikacja Podatnika KSeF?

Aplikacja Podatnika KSeF is a free tool from the Ministry of Finance for issuing, receiving and viewing e-invoices and for managing permissions. An invoice you issue in the app is created as an e-invoice from the start.

Faktuwa does not replace KSeF or that app. It is designed to turn an invoice you already have as a PDF or a photo into an XML file for you to check. Whether the ministry app is enough in your case, check on gov.pl.

Source: Aplikacja Podatnika KSeF and other tools, ksef.podatki.gov.pl (in Polish)

Who is responsible for errors in the data in KSeF?

The design requires a data check screen before the file can be downloaded. We will describe how responsibility for data in KSeF is shared in the terms, after legal review and before launch.

Is the reading always correct?

No. Treat every result as a suggestion, and check it before you download the XML.

Which files are supported, and what is the limit?

PDF, JPG and PNG files, up to 10 MB each. Polish characters will be kept in the XML file in UTF-8 encoding.

How much does Faktuwa cost?

After launch: 3 free conversions a month per browser. The 50-conversion pack has a launch price of PLN 49, with no expiry. We will confirm the price before the paid launch.

Do I need to create an account?

No. Faktuwa has no accounts or logins, and the site does not ask for registration details.

Why is this a beta, and what can I expect?

Beta means a test version. Before launch we will check the converter against the current KSeF requirements and the content of the terms. Send questions and comments to the address on the Contact page.