PDF to KSeF XML converters with accounting integrations

KSeFGPT has a built-in Fakturownia.pl connection, A-Cube provides a Polish API for PDF extraction and KSeF XML processing, and PDFdoKSEF lists API access in its L package. A built-in connection, an integration developed through an API and a manual file transfer each require different setup and day-to-day work.

Fakturownia documents exports for Optima, Symfonia FK and InsERT products. They use Optima distributed-work XML, a Symfonia text file and InsERT EPP respectively. None of these formats is simply another name for the FA(3) XML invoice structure used by Poland's KSeF system.

If an invoice is already in KSeF, first check whether your accounting software can retrieve it directly. Extracting the same data again from its PDF usually adds an unnecessary step. KSeF acceptance, import into accounting software and posting to the ledger are separate outcomes.

An accounting firm may need a purchase invoice in its VAT register, while a business may need a sales invoice ready for its first submission to KSeF. The same PDF does not imply the same task. This comparison covers connections, formats and costs as of 21 September 2026. The publisher is KSeFGPT, whose product is also included. Use it to choose a route and plan a trial import with your own documents.

Which converters offer connections?

How can data reach Optima, Symfonia and InsERT?

When should you retrieve directly from KSeF?

What does integration cost?

What should a trial import check?

Choosing a route

Getting started with KSeFGPT

Frequently asked questions

Choose the output format for the receiving application. KSeF FA(3), Optima distributed-work XML, Symfonia TXT and InsERT EPP have different structures and import requirements.

Include accounts, add-ons, accounting software and implementation in the total cost. Before choosing a connection, check the invoice numbers, amounts and destination register after a trial import into the receiving software.

KSeFGPT's Fakturownia.pl connection is configured in the application using a subdomain and API token. A-Cube offers a programming interface: its Polish specification describes uploading a PDF, retrieving an XML or JSON result, and separately submitting an invoice to KSeF. A developer must connect the destination system to that interface and test it.

Direction: KSeFGPT imports data from Fakturownia and lets you submit selected invoices to KSeF. It also transfers invoices already in KSeF to Fakturownia. This export supports standard VAT invoices (VAT) and correcting invoices (KOR), with up to 50 documents per batch. Advance invoices (ZAL) and settlement invoices (ROZ) are not supported by this operation. Each transfer applies to the selected documents.

API scope: A-Cube requires the extracted data to be checked and completed where necessary. Connecting it to an accounting system requires a developer to map the data, handle errors and test the import.

PDF from an ERP: PDFdoKSEF's Optima guide describes exporting a PDF from the source application and manually uploading it to the converter to create XML. ksefpdf.pl also produces working XML for download; transferring the result to another system is a separate step.

After selecting a tool, check the format the receiving system actually requires. The word XML alone does not answer that question.

Fakturownia offers separate export applications for these destinations. For your own sales invoice being prepared for its first submission to KSeF, the route can be: PDF → draft in KSeFGPT → review → KSeF submission → transfer to Fakturownia → accounting export. Each stage has its own requirements, and the export to Fakturownia is limited to the supported invoice types described above.

For an invoice already available in KSeF, start with retrieval from KSeF or transfer it to Fakturownia through KSeFGPT. A purchase invoice received outside KSeF can be entered manually or processed through a purchase-document import or OCR feature supported by your accounting software. Do not send a supplier's invoice to KSeF as your own sale.

Optima: the export uses its distributed-work mechanism. Accounting configuration and database identifiers must match. This XML file should not be submitted to KSeF in place of an FA(3) invoice.

Symfonia: select the current Eksport Symfonia FK application. It creates a TXT file for Symfonia Finanse i Księgowość and includes the KSeF number when the source invoice contains it. Match the receiving import profile and software version.

InsERT: the export version matters. EPP 1.11 omits KSeF numbers, while the separate EPP 1.12 export application includes them. Check the communication purpose and the particular importer used by the accounting firm.

After an invoice reaches Fakturownia, set the categories and export options required by your accounting firm. Check that invoice numbers, amounts and the KSeF number reach the expected fields in the receiving program.

If a supplier has already issued an invoice in KSeF, accounting software may retrieve its structured data. You do not need to reconstruct the same invoice from a received PDF. Do not reissue a supplier's purchase invoice as your own sale either.

Optima: version 2026.4.1 introduced automatic retrieval of invoice batches in the background. Earlier versions already supported retrieving invoices from KSeF. This version number does not define the minimum requirements for importing Fakturownia export files.

Symfonia: the Finanse i Księgowość 2026.1 documentation describes KSeF Plus, document review and transfer to the Bufor staging area using prepared document templates. Further account assignment and posting are separate steps.

InsERT: certificate-based KSeF communication is documented for Rachmistrz GT and Rewizor GT from version 1.87. Rewizor uses separate import schemes for account assignment. Retrieving an invoice does not determine every accounting treatment on the accountant's behalf.

For every route, check permissions, licences and service terms. A documented feature does not mean its entire operation is free.

Price the route you intend to use. KSeFGPT and Fakturownia require the relevant accounts and permissions. A custom A-Cube integration also requires development, data mapping and error handling. The PDF extraction price alone does not cover implementation.

Plan: KSeFGPT Medium costs PLN 99 excluding VAT per month and includes 20 PDF imports; Pro costs PLN 499 and includes 100. These are not limits on every invoice created in the invoice form. The documented Fakturownia export requires at least Medium.

Add-ons: Fakturownia's export guides require the relevant export application to be activated. Before buying, confirm its availability and cost in your plan, along with the receiving software licence.

API: ask A-Cube for a quote covering conversion, transmission and integration maintenance. PDFdoKSEF's current catalog lists API in L for PLN 899 excluding VAT: 600 invoices, up to five pages each, valid for six months. The price covers that package for six months; developing the connection to your system is a separate cost.

Usage terms: ksefpdf.pl requires separate consent for automated bulk processing. Agree the terms and price of such use with the provider before including it in an integration budget.

Request a trial using several documents representative of your firm's work. Include a standard invoice, a foreign-currency invoice, a correction and a file with several line items. Test the route into the receiving software, rather than stopping at an XML download. Demonstration tests must not create fictitious or reissued invoices in production KSeF.

Identity: compare the company, Polish tax number (NIP), invoice number and KSeF number if assigned. Check what the importer does when the same invoice is transferred twice.

Amounts: check the currency, net amount, VAT, gross total and line-item breakdown. Resolve rounding differences before a large import.

Accounting: check dates, registers, categories and import schemes. For a correction, also check the link to the original invoice. Data extracted correctly from a PDF may still be insufficient for selecting the right ledger accounts.

Result: retain the outcome of each stage and agree who corrects errors. Choose a connection whose result you can verify in your own software.

A business using Fakturownia can start by assessing KSeFGPT's built-in connection. For a custom ERP, A-Cube's documented API may be a better starting point for a developer discussion. Both routes require an assessment of the data actually transferred.

An accounting firm using Optima, Symfonia or InsERT should first establish whether its invoices are already available in KSeF. Those products document retrieval routes for such invoices. A converter serves a different purpose when preparing your own invoice from PDF material for its first submission.

Compare the trial import results, compatible software versions and full cost of each route. KSeFGPT organizes invoices and their flow; account assignment and posting remain tasks for the accounting software and accountant.

During the seven-day PRO trial, use the PDF queue and draft preparation for your own sales invoice awaiting its first submission to KSeF. Review the extracted data before sending it. For an invoice already in KSeF, follow the Fakturownia.pl export procedure, then configure the accounting export you need within Fakturownia.

The export guide describes the required connection and permissions, including use of a KSeF token; a certificate alone is insufficient for this particular operation. Before choosing a plan, check current pricing and your destination software's capabilities.

How to choose a PDF to KSeF XML converter

Common PDF to KSeF XML conversion errors and how to check them

How the KSeFGPT PDF queue works

How to send KSeF invoices to Fakturownia