How to give your accountant access to KSeF invoices

You can give your accountant access to invoices through KSeF permissions or a separate account in the application your company uses to manage documents. First agree whether they will work in your application or download invoices into their own system.

Fakturownia describes inviting an accountant, IFIRMA supports additional users and assignment to a KSeF connection, and wFirma also supports managing KSeF permissions within the application. A role called Accountant does not necessarily mean access is limited to viewing documents.

In KSeFGPT, you create an organization for the company, set up a group with permission to view invoices and invite your accountant by email. Sending invoices to KSeF and administration require separate permissions. However, viewing access also includes downloading documents and changing the local payment status.

Where should you start when sharing invoices?

How do you grant direct KSeF access?

How do Fakturownia, IFIRMA and wFirma handle access?

Fakturownia and accountant invitations

IFIRMA and KSeF connection assignments

wFirma and two types of permissions

How do you share invoices through a KSeFGPT organization?

What does invoice viewing access allow in KSeFGPT?

How can a service business check access?

How do you end cooperation and revoke access?

Frequently asked questions

Agree with your accountant where they will view documents. If they use your application, they need a user account with the appropriate access. If they will download invoices directly from KSeF into their own system, agree on KSeF permissions and authentication. You can also use both options alongside each other.

These are two levels of access. One determines who can download or issue invoices in Poland’s Ministry of Finance system. The other determines what a user can do with documents and settings in a particular application. An accountant’s account in your application does not necessarily mean they have separate KSeF permissions.

Describe the agreed work as specific actions: viewing purchases and sales, downloading documents, bookkeeping, marking payments, issuing invoices or managing the connection. This lets you check actual permissions instead of relying on a role name.

If your accountant or accounting firm will connect independently to KSeF in your company’s context, arrange access in the Ministry of Finance system. The KSeF 2.0 handbook allows invoice access without the right to issue invoices. Permission management is also a separate scope. Downloading documents therefore does not require granting all these rights.

You can grant permission to an individual or an entity, such as an accounting firm identified by its NIP, the Polish tax identification number. If the firm needs to delegate access to its employees, enable further delegation of invoice viewing permissions. The firm can then designate a person to serve your company. This does not grant full control over your company’s KSeF permissions.

In the standard taxpayer context, access covers all of that taxpayer’s sales and purchase invoices. It is not limited to expenses or the documents selected for a particular month’s accounts. The Ministry’s handbook explains this scope on page 55. Special arrangements for organizational units, local government units and VAT groups require separate access planning.

A person with the appropriate KSeF permission management rights grants access. They select the correct company context, recipient and viewing scope. After saving, the accountant should check access to a specific document belonging to that company, rather than merely checking whether they can sign in.

Authentication and permissions are also different matters. A certificate confirms identity when connecting; it does not itself define the actions allowed. The Ministry’s answers about KSeF certificates explain that an entrepreneur should not share a personal certificate issued in their own name with their accountant. For direct access, the accountant should receive the appropriate permissions and authenticate using their own means of identification.

The comparison below is based on vendor documentation checked on September 14, 2026. It compares ways of sharing work and access boundaries. Check current pricing and user limits in the relevant application’s plan.

Using Access for an accountant, the owner enters an email address and sends an invitation. A new user sets their own password; an existing user signs in with their own credentials. According to Fakturownia’s guide, the accountant can download documents independently from the Income (Przychody) and Expenses (Wydatki) tabs.

Access to expenses and downloading purchase invoices from KSeF follows the user’s general permissions. Permission to send invoices to KSeF is set separately in the company connection details. If you manage several NIP numbers, check each connection. The vendor explains this in its KSeF user permissions guide.

The built-in Accountant role is not equivalent to viewing only. The documentation also describes access to integrations and the ability to authorize a connection after obtaining the necessary details. If you only want to provide visibility, check the entire role scope. Income here means documents available in the account; do not assume that sharing an account automatically retrieves all sales issued in other applications.

IFIRMA describes adding further users in paid plans. Each has a unique login and an assigned set of functions. During KSeF setup, you can assign selected users to a certificate or token added to the account, or arrange separate activation for them. These options appear in the IFIRMA KSeF integration guide.

The application documents downloading purchase and sales invoices from KSeF, including sales issued in other services. Document access depends on both KSeF permissions and the user’s scope in IFIRMA. Assigning someone to a connection does not replace checking their application permissions.

In IFIRMA user configuration, full Income access includes viewing, adding and editing; full Expenses access works similarly. Do not automatically select entire areas if you have agreed on viewing only. Check permissions for individual actions and the people assigned to the connection.

A wFirma administrator can add a new user or assign an existing one to a company. Permissions can be restricted to modules and individual actions, as described in the wFirma user guide. The vendor also describes importing purchase and sales invoices from KSeF and preparing them for bookkeeping.

A separate feature allows you to grant and revoke KSeF permissions within wFirma. The operation is submitted to the Ministry of Finance system. You can specify a person or accounting firm and the invoice viewing scope, among other options. This requires the manager’s appropriate permissions and active authentication. Adding an application user alone does not perform this operation.

Do not confuse this with assigning a client’s entire account to an accounting firm. The vendor describes that process as handing over broader control of the account and some modules. It is a decision about how your bookkeeping is managed, beyond simply providing invoice access.

In a KSeFGPT organization, your accountant works with the same company data as the owner. Everyone uses their own account, with access determined by groups. KSeF operations use the company’s configured connection and its permissions. The accountant does not need to connect that company again merely to use shared invoice access.

1. Select the correct company and check its name and NIP. If no organization exists yet, follow the organization creation guide. An organization belongs to one company; you do not create a second organization for the same NIP. Availability and the number of member places depend on your plan.

2. Open Organization → Groups and create a separate group, for example Accounting. Select the permission to view invoices. If the task is viewing, do not add sending, importing, connection management or administration. The group name is your own label; the selected permissions determine access.

3. Under Organization → Settings → Users, click Invite, enter the accountant’s email and select the group you prepared. Check the address and the available places in your plan. A pending invitation also uses a place. The guide to adding an organization user describes the full process.

4. The accountant signs in or creates an account with the same email address and accepts the invitation. Active membership starts only then. They select the company organization in the account switcher and open Invoices.

5. Check every group assigned to the user. Permissions add up: joining a restricted Accounting group does not remove access granted by Management or another group. Changing a group’s scope affects every member. See the guide to granting permissions through groups.

The viewing permission covers the company’s incoming and outgoing invoices, document details, XML downloads and data refreshes. It also allows exports within the available features and limits. It cannot restrict access to purchases only, one counterparty or one month. List filters help organize work but do not create an access boundary.

In the current version, viewing access also allows changes to the local payment status. This information is maintained in KSeFGPT; it does not change the invoice stored in KSeF. The setting therefore provides visibility without sending or administrative rights, but it does not block every change to application data.

Suppose Anna runs a service business and issues invoices herself, while her external accountant Marta needs documents to close the month. This is an illustrative setup, not a description of an actual customer. Anna selects her company in KSeFGPT, creates an Accounting group with invoice viewing permission and invites Marta.

After accepting, Marta checks the company name and NIP. She opens a sample sales invoice and purchase invoice and downloads the document she needs. Anna confirms that Marta is not in another group granting sending, importing or user management. They also agree who will update payment statuses.

If Marta cannot see documents, they check the active company, invitation acceptance, group and KSeF connection in that order. They do not immediately expand access to Management. If Marta also wants to download invoices into her own application, they arrange direct KSeF access separately.

In KSeFGPT, you can change an active member’s groups, remove them from the organization or cancel an invitation that has not been accepted. Removing one group may be insufficient if another still grants the same permissions. Removing a member affects that organization, not the accountant’s entire account.

When cooperation ends, check the correct email address and company, perform the appropriate action and review the user list again. The guide to removing a user or cancelling an invitation shows the process.

Separately check any direct KSeF access granted to the person or accounting firm. Revoke permissions no longer needed and decide what to do with connections used by the previous firm. Revoking application membership does not perform these actions in the Ministry system or delete previously downloaded invoice copies.

How to create an organization in KSeFGPT Prepare your company and the first group for your team.

How to add a user to an organization Go from an invitation to active membership.

How to grant user permissions Check group scopes and assignments.

How to remove a user or cancel an invitation Review access after changing your working arrangements.