If e-invoicing is enabled in your settings and all required sender and recipient details are in place, you'll have the option to send finalized invoices directly through KSeF (Krajowy System e-Faktur), Poland's national e-invoicing system.
This guide covers how to send a KSeF invoice from Productive, including the required data fields and how validation works.
Good to Know: Limitations by Plan
There is a monthly limit on the number of invoices you can send via KSeF, based on your plan:
Essential Plan: 10 invoices
Professional Plan: 50 invoices
Ultimate Plan: 100 invoices
📌 You must be on a paid plan to send invoices via KSeF. This option is not available during the trial period.
You'll see the transaction counter in Settings > Invoicing > E-Invoicing and when selecting Send to client > Send e-invoice.
How to Send an Invoice via KSeF
1) Open the finalized invoice you want to send.
2) Open the Send to Client dropdown in the upper-right corner and select Send e-invoice.
3) Click Send Invoice. Productive will validate all required fields before submitting the invoice to KSeF.
Requirements for Sending via KSeF
To successfully send an invoice via KSeF, make sure the following data is correctly filled out.
1. Invoice Information
The invoice must be finalized and have an invoice number. Learn more about invoice numbering options here.
Buyer Reference and PO Number are optional. If your client uses internal references, you can include either a Buyer Reference (stored on the client company in CRM) or a PO Number (entered manually when finalizing the invoice), but neither is required for KSeF delivery.
2. Client (Bill To) Information
Full Company Name
City, ZIP Code, and Country
Tax ID (Polish NIP — used to identify the recipient in KSeF). It can be entered as 10 digits (e.g.
1234567890) or with the country prefix (e.g.PL1234567890).
3. Sender (Bill From) Information
Full Company Name
Street, City, ZIP, State, and Country
Tax ID (Polish NIP, mandatory — treated as the VAT ID in the XML). It can be entered as 10 digits (e.g.
1234567890) or with the country prefix (e.g.PL1234567890).
4. Subsidiary Bank Account (Pay To) Information
A valid bank account for the invoice-sending subsidiary must be configured under Settings > Company Info > Bank Accounts.
Mandatory fields:
Bank Account Name
Bank Name
BIC/SWIFT Code
Account Number
Currency
Validation Status
After initiating the send action, Productive checks that all required fields are filled in correctly.
Successful Validation
A confirmation will appear in the invoice feed.
Validation Errors
If any errors are detected, a popup will display the issues. These messages are designed to be readable and easy to follow.
Troubleshooting Validation Errors
If you run into validation issues, check the following:
Client Tax ID: Ensure the client's NIP is entered in CRM > Companies.
Sender Tax ID: Verify it is entered and formatted correctly in the subsidiary settings.
Bank Account: Confirm that the subsidiary has a valid bank account set up.
Company Details: Ensure all mandatory address fields are completed.
Bill To / Bill From addresses: Ensure these match the addresses configured in your e-invoicing and subsidiary settings. Manual edits to addresses on the invoice can cause KSeF to flag the submission.
👉 For further assistance, review your e-invoicing settings in Set Up for Sending KSeF Invoices.