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.
- Module
- Invoices
- Reading time
- 6 min
- Difficulty
- Easy
You could do this with your eyes closed :)
- Published
- July 22, 2026
- Updated
- August 20, 2026
- Author
- Rafał Zeidler
- Format
- Written guide and video
Written procedure
What you will do
You will create an invoice draft in KSeFGPT and keep the document there before sending it to KSeF. You can save an invoice manually while issuing it or upload a PDF from which OCR and AI will automatically prepare a draft.
At the end, you will check the document in the Drafts tab. You will see its name, type, source and last edited time, and you will be able to reopen the draft for editing.
Requirements
Before you start
An invoice draft is a working document saved in KSeFGPT. Creating a draft does not send the invoice to KSeF or assign a KSeF number to it.
| Item | Description |
|---|---|
| Access | An active Invoices module. An organization member needs permission to work with invoice drafts. |
| Company | At least one company added to KSeFGPT. Before you begin, select the correct company in the selector above the tabs. |
| Manual method | The invoice details you already have, such as its number, dates, buyer and line items. You can also save an incomplete draft. |
| PDF method | One PDF file up to 10 MB in a single selection. You can upload additional files one at a time. |
| KSeF authorization | A token or certificate is not required to save a draft. It is required only when you send the invoice to KSeF. |
| Starting point | After signing in, open the Invoices module. |
| Time required | About 2 minutes for a manual draft. Reading a PDF may take several minutes. |
| Effect of submission | After the related document is successfully sent to KSeF, the draft disappears from Drafts because the issued invoice takes its place. |
Process recording
PT44.48SThe recording shows how to save an invoice manually as a draft and how to create an editable draft automatically from a PDF file.
Open Invoices and select a company
After signing in, select Invoices in the main KSeFGPT navigation. Above the tabs, check the company selector and choose the business for which you want to create the invoice draft.
Drafts are assigned to a company. If you select a different business, you will see a different list of working documents.
Choose how to create the invoice draft
Choose one of two paths. If you are entering a new invoice in KSeFGPT, continue with steps 3 and 4. If you already have a PDF invoice, continue with steps 5 and 6.
| Method | Where to select it | When to use it | Source in Drafts |
|---|---|---|---|
| Save a draft manually | Invoices → Issue → Invoice | When you create a new invoice in the editable KSeFGPT form. | Manual |
| Create a draft automatically from PDF | Invoices → Import → PDF file | When you have a PDF document and want OCR and AI to read its data. | PDF import |
Start an invoice in the Issue tab
Select the Issue tab, then select the Invoice card with the description Issue a new invoice. KSeFGPT opens an editable VAT invoice preview and fills in the seller details from the selected company.
Select fields directly in the document preview. Enter the details you already have: invoice number, issue date, sale date or billing period, buyer details and line items. You can choose the buyer in Pick contractor or enter the details manually.
You do not have to complete every field before saving. If you do not enter an invoice number, the document appears in the list as Untitled draft.
Select Save as draft
In the bar above the invoice preview, find Save as draft. It is displayed next to the Edit, PDF and XML controls. Select it before you use Submit to KSeF.
After saving, you will see Draft saved, and the status beside the document changes to Saved. From then on, changes to the open draft are saved automatically. While saving, the status changes to Saving... and then back to Saved.
Upload a PDF to create a draft automatically
To create a draft from an existing document, select the Import tab and then PDF file. In Import Invoice, select Drag files or click and choose a PDF, or drag the file into this area.
Add one file up to 10 MB in a single selection. After the upload, you will see File uploaded - conversion in progress and the status Queued or Processing. OCR and AI read the invoice data, prepare an FA(3) XML file and save the result as a draft.
To prepare drafts from more PDF invoices, repeat the upload for each file. Every PDF processed successfully creates a separate invoice draft.
Select Continue in wizard
Wait until A new draft was created from [file name] appears next to the document name. Then select Continue in wizard.
KSeFGPT retrieves the saved draft and opens the data recognized by OCR and AI in the editable wizard preview. Review the document, then go to Drafts to confirm its source and the time of the latest change.
Open Drafts and select the invoice
In the Invoices module, select Drafts. Find the document by its name or invoice number and check the Type, Source and Last edited columns.
A draft saved while issuing an invoice has Manual as its source. A document created from a PDF by OCR has PDF import as its source. Select the draft row to open it in the Issue tab, then continue editing it there.
Final state
Check the result
The invoice draft was created successfully if it appears in Drafts for the correct company. Its row should contain the document name or Untitled draft, the invoice type, Manual or PDF import as its source, and the time of the last edit.
After you open the draft, its data should return to the editable preview in the Issue tab. Saved confirms that the current version has been stored. At this stage, the invoice still has no KSeF number and has not been sent to the Ministry of Finance system.
Diagnostics
If something does not work
Compare the message or missing interface element with the table below.
| Symptom | Likely cause | What to do |
|---|---|---|
| Drafts or Save as draft is not available | The feature is unavailable in your plan, or your organization role does not have permission to use invoice drafts. | Check your account plan. In an organization, ask the owner to grant access to drafts in the Invoices module. |
| Failed to save draft appears | The save request did not reach the server, or the user session expired. | Keep the editor open. Check your connection, sign in again to refresh the session, and retry saving. |
| Not saved appears for an open draft | Automatic saving of the latest change failed. | Keep the page open. After the connection is restored, change one field and wait for Saving..., followed by Saved. |
| The PDF was not accepted | The file has the wrong format or exceeds the 10 MB limit. | Choose a PDF file up to 10 MB and upload it again. |
| Conversion failed appears | OCR could not read the document correctly, or processing was interrupted. | Use a clear PDF file and try again. If the error repeats, create a draft manually in Issue. |
| The draft is missing from the list | A different company is selected from the one for which the document was created. | Select the correct business in the company selector and open Drafts again. |
What next
Open the draft, complete the missing details and wait for Saved. Before submission, check the invoice number and dates, seller and buyer details, line items, VAT rates, amounts and payment information.
When the document is complete, select the required responsibility confirmation and then Submit to KSeF. After successful submission, the draft is removed from the working documents list.
Learn more about issuing, importing and document statuses on the Invoices module page.
Create an invoice draft in KSeFGPT
Sign in, open Invoices and save the document manually or create a draft from a PDF file.
Sign in to KSeFGPT