KSeFGPT
Back to blog

KSeFGPT instructions

Choose an app module and then a specific task. Each instruction takes you from a clear starting point to a verified result.

Instructions organized by where you work in the app

49 published instructions

Invoices

Issue, receive, and hand off KSeF invoices without switching tools

Number of instructions: 14

  1. How to create an invoice draft in KSeFGPT before sending it to KSeF

    Save an invoice in progress as a draft or create one automatically from a PDF file. The document stays in KSeFGPT and is not sent to KSeF until you review and submit it yourself.

    Published: July 22, 20266 minVideo included
    Open instruction

  2. How to process multiple PDF invoices into KSeF XML in KSeFGPT?

    Add PDF invoices one by one to a shared queue, wait for KSeFGPT to prepare the XML files and check the separate documents in Drafts. You select one file at a time, but you do not need to wait for the previous file to finish processing.

    Published: 27 July 20265 minVideo included
    Open instruction

  3. How to issue an invoice with role 8 - local government unit as recipient

    Add a subordinate local government unit as a separate Podmiot3 entity and select the official role 8.

    Published: August 8, 20267 minVideo included
    Open instruction

  4. How to issue a self-billing invoice in KSeFGPT

    As the buyer, issue an invoice on the seller's behalf, mark it as self-billing and submit it to KSeF. Before you start, you need an agreement with the seller and the appropriate KSeF permissions.

    Published: August 12, 20267 minVideo included
    Open instruction

  5. How to issue and submit a standard VAT invoice in KSeFGPT

    Complete a standard VAT invoice, check the parties, line items and amounts, then submit the document to KSeF. The company needs an active KSeF connection and permission to submit invoices.

    Published: August 20, 20266 minVideo included
    Open instruction

  6. How to download an invoice as PDF, XML and UPO in KSeFGPT

    Open an accepted outgoing invoice and download its source XML, a PDF visualisation in the selected language and the official UPO. UPO is available for a document submitted from KSeFGPT.

    Published: August 20, 20264 minVideo included
    Open instruction

  7. How to issue an invoice line-items correction in KSeFGPT

    Select the source invoice, change the required line, enter the reason, review the values before and after the correction, then submit the new document to KSeF.

    Published: August 21, 20265 minVideo included
    Open instruction

  8. How to cancel an invoice with a zero-out correction in KSeFGPT

    Select the source invoice, prepare a separate document that reduces all its values to zero, review the preview and submit the correction to KSeF.

    Published: August 21, 20265 minVideo included
    Open instruction

  9. How to export KSeF invoices to a file in KSeFGPT

    Choose the period and invoice direction, start a background job, check its status and download the finished spreadsheet.

    Published: August 22, 20264 minVideo included
    Open instruction

  10. How to sync incoming and outgoing invoices with KSeF

    Choose a period, refresh Incoming and Outgoing separately, then check the documents retrieved from KSeF.

    Published: August 28, 20264 minVideo included
    Open instruction

  11. How to import an FA(3) XML invoice and submit it to KSeF in KSeFGPT

    Upload a ready XML file, review its contents and PDF preview, confirm responsibility for the data and wait for the final KSeF status.

    Published: August 28, 20265 minVideo included
    Open instruction

  12. How to change an invoice payment status in KSeFGPT

    Mark an invoice as new, in payment, paid or past due, then confirm the change and filter the document list.

    Published: August 29, 20264 minVideo included
    Open instruction

  13. How to bulk import invoices from Excel or CSV into KSeFGPT

    Upload a spreadsheet, review column mapping and invoice data, validate XML, then submit valid documents to KSeF.

    Published: September 3, 20266 minVideo included
    Open instruction

  14. How to bulk import XML invoices into KSeFGPT

    Add several FA(3) files, correct an invalid document, select valid invoices and check each result from one KSeF session.

    Published: September 1, 20266 minVideo included
    Open instruction

CRM

Counterparties, sales opportunities and tasks in one module.

Number of instructions: 12

Counterparties

Create, import and manage counterparty records.

Number of instructions: 7

  1. How to add a new contractor in KSeFGPT CRM

    Open CRM > Counterparties, add a company and check its detail page. This guide follows the current CRM form.

    Published: August 13, 20264 minVideo included
    Open instruction

  2. How to add custom fields in the older contractor form

    The new CRM form has no custom fields. Save BDO and a customer number in the older Contractors view, available through a direct address.

    Published: August 20, 20264 minVideo included
    Open instruction

  3. How to import contractors from a CSV or Excel file into KSeFGPT

    In CRM > Counterparties, upload CSV or Excel, review the preview and confirm the import. Then find the new records in the CRM list.

    Published: August 21, 20265 minVideo included
    Open instruction

  4. How to edit contractor details in KSeFGPT CRM

    Open the profile through CRM > Counterparties, update the address and contact under Identification details, then verify the save after reloading.

    Published: August 29, 20264 minVideo included
    Open instruction

  5. How to add a contact person to a counterparty in CRM

    Save the name and contact details of a person at the counterparty.

    Published: September 7, 20263 minVideo included
    Open instruction

  6. How to add a note to a counterparty in CRM

    Save call arrangements in the selected company’s history.

    Published: September 7, 20263 minVideo included
    Open instruction

  7. How to issue an invoice from CRM?

    Open a counterparty record, transfer the buyer details to an invoice and complete the sale details. After submission, check acceptance and the KSeF number.

    Published: September 11, 20265 minVideo included
    Open instruction

Sales opportunities

Manage sales opportunities, stages and related activities.

Number of instructions: 3

  1. How to create a sales opportunity in CRM

    Link an opportunity to a counterparty and save its name, stage and value.

    Published: September 7, 20264 minVideo included
    Open instruction

  2. How to change an opportunity stage in CRM

    Choose a stage on the opportunity profile and check its board column.

    Published: September 7, 20263 minVideo included
    Open instruction

  3. How to create a CRM opportunity from a template

    Choose a template and counterparty, then create an opportunity with a predefined task.

    Published: September 7, 20264 minVideo included
    Open instruction

Tasks

Plan work, assign people and track completion.

Number of instructions: 2

  1. How to add a task with a due date in CRM

    Plan a task, choose its due date and assignee.

    Published: September 7, 20263 minVideo included
    Open instruction

  2. How to change a task status in CRM

    Mark an existing task as done and check its saved status.

    Published: September 7, 20263 minVideo included
    Open instruction

Automation

Connect invoices, integrations, and team responsibilities in one workflow

Number of instructions: 3

  1. How to create an automation from a ready-made template

    Choose the ready-made invoice fetch workflow, set its schedule and document scope, then save your first automation.

    Published: August 23, 20266 minVideo included
    Open instruction

  2. How to run an automation and check execution history

    Activate a saved workflow, perform a safe manual run and inspect the status, duration and logs of every block.

    Published: August 22, 20265 minVideo included
    Open instruction

  3. How to send a notification after a new KSeF event

    Create a workflow for new incoming invoices, set the recipients of single and batch e-mails, activate it and check the result in history.

    Published: September 1, 20267 minVideo included
    Open instruction

Integrations

Your tools. One data workflow.

Number of instructions: 8

  1. How to add a Fakturownia.pl integration

    Connect a Fakturownia.pl account to the selected company in KSeFGPT, verify the access details, and save an active integration. You will need the account subdomain and a Fakturownia API token.

    Published: August 16, 20264 minVideo included
    Open instruction

  2. How to fetch invoices from Fakturownia.pl and submit them directly to KSeF

    Fetch sales invoices through a saved integration, select the correct documents, and submit them to KSeF without downloading and manually uploading XML files.

    Published: August 19, 20265 minVideo included
    Open instruction

  3. How to add a Slack integration in KSeFGPT

    Enter an incoming webhook URL and an optional channel, send a test message and save the active connection for the selected company.

    Published: August 22, 20264 minVideo included
    Open instruction

  4. How to add a Telegram integration in KSeFGPT

    Enter the bot token and chat ID, send a test message and save the active connection for the selected company.

    Published: August 26, 20264 minVideo included
    Open instruction

  5. How to configure email sending in KSeFGPT

    Enter the SMTP server, sign-in details and sender address, then save the email integration for the selected company.

    Published: August 28, 20264 minVideo included
    Open instruction

  6. How to add a webhook in KSeFGPT

    Enter an HTTPS address, configure headers, run a controlled test and save the webhook for the selected company.

    Published: August 28, 20265 minVideo included
    Open instruction

  7. How to send KSeF invoices to Fakturownia.pl in KSeFGPT

    Select sales or purchase invoices from KSeF, send them through a saved integration and check the result for every document.

    Published: August 28, 20265 minVideo included
    Open instruction

  8. How to delete an integration in KSeFGPT

    Select the correct connection, verify its name in the warning and safely remove an unused integration from the company.

    Published: August 28, 20264 minVideo included
    Open instruction

Analytics

Financial dashboards and tax reports at the click of a button

Number of instructions: 2

  1. How to check income and expenses for a selected month

    Select a company, authentication method and month, then compare gross totals and inspect the invoices behind the summary.

    Published: August 23, 20265 minVideo included
    Open instruction

  2. How to prepare and download a KPiR report

    Order the current-month report, review document classifications, and download the finished XLSX file.

    Published: August 24, 20266 minVideo included
    Open instruction

Chat

Talk to your KSeFGPT assistant like you would with an accountant

Number of instructions: 2

  1. How to start a new chat with the KSeFGPT AI Assistant

    Create a conversation for a selected company, connect it to KSeF, and ask about a tax ruling, a correction, or your own invoices. You need a plan that includes Chat and a KSeF token or certificate.

    Published: August 14, 20266 minVideo included
    Open instruction

  2. How to create an invoice in AI Chat and submit it to KSeF

    Describe an invoice in plain language, review and correct the editable document, then submit it to KSeF. You need an active company conversation and permission to submit invoices.

    Published: August 25, 20267 minVideo included
    Open instruction

Organizations

One organization, shared work in CRM and KSeF

Number of instructions: 4

  1. How to add a user to an organization in KSeFGPT

    Invite a user by email, assign a permission group, and ask them to accept the invitation. They become an active organization member only after accepting it in their account.

    Published: August 11, 20264 minVideo included
    Open instruction

  2. How to set group permissions and assign a group to a user in KSeFGPT

    Create or edit a group, select the permitted operations, and assign the group to an active organization member. The access change takes effect immediately.

    Published: August 11, 20266 minVideo included
    Open instruction

  3. How to create an organization in KSeFGPT

    Select a company you own, create its organization, and add the first group with a limited set of permissions. You will finish by checking the team environment under Groups.

    Published: August 26, 20265 minVideo included
    Open instruction

  4. How to remove a user or revoke an organization invitation?

    Check the company and email address, then remove a member or revoke a pending invitation.

    Published: September 11, 20263 minVideo included
    Open instruction

Settings

Configure your account, companies, KSeF connection, and app preferences

Number of instructions: 4

  1. How to configure a KSeF connection in KSeFGPT

    Connect a company to KSeF using a token or certificate. You can upload an existing certificate or configure one by signing a downloaded request with Trusted Profile.

    Published: July 17, 20264 minVideo included
    Open instruction

  2. How to add a company to KSeFGPT

    Add a company under Settings, fetch its details from GUS using its NIP, and check the new entry under Your companies. The company name and NIP are enough to create it.

    Published: August 12, 20265 minVideo included
    Open instruction

  3. How to set AI permissions for KSeF data and operations

    Select a company and decide which read and write tools AI can use. Start with Read only, then enable only the features required by your workflow.

    Published: August 26, 20265 minVideo included
    Open instruction

  4. How to replace an expiring KSeF certificate in KSeFGPT

    Add the new PEM key and certificate, verify the subject and expiry date of the new record, and only then remove the old credential.

    Published: August 29, 20265 minVideo included
    Open instruction