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.
- Module
- Invoices
- Reading time
- 5 min
- Difficulty
- You could do this with your eyes closed :)
- Published
- 27 July 2026
- Author
- Rafał Zeidler
- Format
- Written guide
Written procedure
What you will do
You will add several PDF invoices to the processing queue in KSeFGPT. Each file creates a separate task. Once processing succeeds, the app prepares the XML and saves the result as an invoice draft with PDF import shown as its source.
Finally, you will open Drafts and check that every successfully processed document is available for review. Completing the extraction does not submit any invoice to KSeF.
Requirements
Before you begin
Prepare clear invoices in PDF format. KSeFGPT accepts one file in each selection, but you can immediately add the next document to the same queue.
| Item | Details |
|---|---|
| Access | An active Invoices module with the Import and Drafts tabs available. A company owner has direct access. An organisation member needs the invoices:read and invoices:import permissions. |
| Company | At least one company added to KSeFGPT. Every task and draft is assigned to the company selected above the tabs. |
| Files | PDF invoices up to 10 MB each. Select one file at a time, then add the remaining files one by one. |
| Plan limit | Every accepted file uses one PDF invoice import from your plan allowance. |
| KSeF authorisation | You do not need a KSeF token or certificate to prepare drafts. You will need one only when you later submit an invoice. |
| Starting point | After signing in, open the Invoices module and select the correct company. |
| Time required | Adding several files takes about 2 minutes. Each document is processed in the background and may take a few minutes. |
| Result | Each successfully processed PDF creates a separate draft. No draft is submitted to KSeF automatically. |
Open Invoices and select a company
In the main KSeFGPT navigation, select Invoices. Open the company selector above the tabs and choose the company for which you want to prepare the drafts.
Check the selected company name before uploading the first file. The queue and all drafts created from it will be linked to this company.
Select Import and PDF file
In the top bar of the Invoices module, select Import and then PDF file. Do not select Bulk Import, because that mode imports invoice data from spreadsheets rather than adding PDF documents to the processing queue.
You will see the Invoice import section and the Drag files or click field. The limit shown below it is one file up to 10 MB per selection.
Add the first PDF invoice
Select Drag files or click and choose the first PDF invoice. You can also drag one file directly into this field.
Once the document is accepted, you will see File uploaded — conversion in progress. A separate row with the file name and the Queued or Processing status will appear below the field.
Add more files to the queue
Select the upload field again and choose the next PDF invoice. You do not need to wait for the previous task to finish. Repeat this for every document you want to prepare.
Select files one at a time. Every successful upload creates a separate row, so the list can show documents with the Queued and Processing statuses alongside completed tasks.
Wait for the drafts to be created
Watch the status of each task. When KSeFGPT finishes processing a document, the task row is replaced by A new draft was created from [file name].
Continue in wizard opens that document for immediate review, but you do not need to use it after every conversion when processing several files. You can remain on the queue until the other tasks finish.
Closing the message or refreshing the page does not delete the draft. You will still find it in Drafts for the selected company.
Open Drafts
Once processing has finished, select Drafts in the top bar of the Invoices module. Find the documents in Invoice drafts by the names of the uploaded files.
Check the Name, Type, Source and Last edited columns. Documents created from the PDF queue have PDF import shown as their source. Select a row to open the draft in the editor and review the extracted data.
Final state
Check the result
The process has completed successfully if Drafts contains a separate row for every document that displayed A new draft was created from [file name]. Each of those documents should show PDF import as its source.
Open every draft and compare it with the source file. Pay particular attention to the seller and buyer details, NIP numbers, dates, invoice number, line items, VAT rates and totals. A completed draft and prepared XML do not mean that the invoice has been submitted to or accepted by KSeF.
Diagnostics
If something does not work
Compare the message you see or the missing document with the table below.
| Problem | Likely cause | What to do |
|---|---|---|
| The file was not accepted | The document is not a PDF or is larger than 10 MB. | Select an invoice in PDF format up to 10 MB and upload it again. |
| You see Import limit reached. Upgrade your plan. | You have used the available number of individual PDF imports in your plan. | Check your allowance on the dashboard and wait for it to renew or change your plan. |
| You see Failed to upload file | The upload was interrupted or the server did not accept the request. | Check your connection and add the same file again. Make sure that the list does not already contain a task with that name. |
| You see Failed to load conversion jobs. | The queue could not be loaded from the server. | Select Try again. Do not add the files again until you have checked whether the previous tasks are visible. |
| You see Conversion failed | AI could not extract the document or the task was interrupted. | Upload a clear PDF again. If the problem continues, create the draft manually under Issue. |
| A draft is missing from the list | A different company is selected or that file did not finish processing successfully. | Select the company used for the import and check whether the draft-created message appeared for that file. |
| You cannot see Import or Drafts | The module, feature or required permission is not available for the account. | Check your plan and access to the Invoices module. As an organisation member, ask the owner for the invoices:read and invoices:import permissions. |
What to do next
Open each draft with PDF import shown as its source, correct any extraction errors and wait for your changes to be saved before submission.
For a broader overview of this feature, read Process multiple PDF invoices to XML in KSeFGPT.
To learn how to save a document manually, see How to create an invoice draft in KSeFGPT before sending it to KSeF?.
Add PDF invoices to the KSeFGPT queue
Sign in, select a company and create separate drafts from consecutive PDF documents.
Related instructions
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.
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.