From LiveKid to KSeF: PDF invoices and settlements

LiveKid provides a PDF invoice, a PDF correcting invoice and a settlement, meaning a bill or payment statement for the parent. LiveKid does not provide KSeF XML export, KSeF submission, a KSeF number or UPO.

If you have a PDF invoice or PDF correcting invoice from LiveKid, treat it as a data source. In KSeFGPT you can upload the PDF, read the data, prepare FA(3) XML, validate it and only then move to KSeF submission.

If you only have a settlement or bill for the parent, do not automatically treat it as a KSeF invoice. First decide whether an invoice should exist, who the formal buyer is and whether the case concerns a consumer parent, the parent's business, a local government unit, a foundation or another institution.

This article shows a concrete document workflow for a LiveKid user who has an invoice PDF, correction PDF or settlement and wants to close the KSeF process without confusing the invoice, bill, payment, XML and UPO.

LiveKid is used by educational facilities for settlements, payments and invoices for parents. That is why the KSeF question starts with the document: is it a VAT invoice, a payment bill, a tuition settlement or an invoice issued to the parent's business?

In this process LiveKid is the source of PDF documents and settlements. The user works with a PDF invoice, a PDF correcting invoice or a parent settlement, but does not receive an XML invoice from the panel that is ready for KSeF submission.

The most common operational mistake is mixing four statuses: the bill status in LiveKid, the parent's payment status, the PDF invoice status and the KSeF invoice status. A bill may be paid and the invoice PDF may be downloaded while the invoice still has no KSeF number.

1. Does LiveKid support sending invoices to KSeF

2. When an invoice from an educational facility goes to KSeF

3. What you have from LiveKid: PDF invoice, correction or settlement

4. When you have a PDF invoice from LiveKid

5. When you have a PDF correcting invoice

6. When you only have a bill or settlement

7. What to check before submitting an education invoice

8. Common mistakes with LiveKid invoices

9. What to store after KSeF accepts the invoice

10. When free tools are enough and when you need a KSeFGPT account

11. How KSeFGPT helps an educational facility owner

12. Frequently asked questions

The table below collects the most important decisions a LiveKid user should make before sending an invoice to KSeF.

No. LiveKid does not send invoices to KSeF and does not give the user XML export, a KSeF number or UPO. The panel provides PDF invoices, PDF correcting invoices and settlements.

LiveKid's guide is practical for facilities: it explains issuing an invoice to the parent of a child handled in the application. Invoice data may be filled in by the parent in their profile or by the facility in the child's settings, and issued invoices appear in the Settlements and VAT Invoices sections.

That is why this article treats LiveKid as the source of a PDF invoice, PDF correcting invoice or settlement. If you have a PDF, KSeFGPT can help prepare FA(3) XML from the extracted data, validate the document, submit it after authorization and keep the status and UPO history.

What to check in the LiveKid panel: whether the document is actually a VAT invoice, a correcting invoice or only a settlement; whether the parent or company data is filled in for the right child; and whether the LiveKid invoice number matches the document you continue to handle in KSeF. Whether a given invoice is subject to KSeF depends on who the buyer is.

A nursery, preschool, language school or extracurricular activity provider may have several relationships at once: the parent pays as a private person, the parent asks for an invoice to their business, the buyer is a company, foundation, local government unit or other institution, and the facility itself receives cost invoices. Each case needs a separate decision.

B2C invoices, meaning invoices to consumers, are voluntary in KSeF. But if the invoice is to be issued to the parent's business, a foundation, local government unit, school or another entity with a NIP, do not treat it as a regular parent bill. VAT exemption in education also does not automatically mean that the invoice is outside KSeF.

If the topic concerns a private person, start with the guide KSeF invoice for a private person. If you are wondering whether you can avoid KSeF at all, read who must use KSeF in 2026 and who is exempt.

The key decision is what you actually have from LiveKid. Typical files and documents are an invoice PDF, a PDF correcting invoice or a settlement, meaning a regular bill for the parent. If you have a VAT invoice PDF, move to import in KSeFGPT. If you have a correction, keep the link to the original invoice. If you only have a bill, settlement or payment status, first decide whether an invoice should exist and who the formal buyer is.

This table is the core of the whole process. Stop here before any submission, because the wrong path usually ends with a duplicate, rejection or an invoice issued to the wrong buyer.

If you have a ready invoice PDF from LiveKid, treat it as an input file for import, not as the final file for KSeF. In the KSeFGPT app, go to the Invoices module, choose Import and upload the PDF downloaded from LiveKid. The app reads the invoice data, prepares it for FA(3) XML and shows the document for review before submission.

For a simple test you can also use the PDF to XML KSeF converter. The public converter works with a limit and requires an email address before receiving the result. It is not full KSeF submission: after conversion you still need to check the data, validate the XML and send it in the right process.

The most important check after import concerns the buyer. In invoices from educational facilities it is easy to confuse the parent as a contact person with the company that should formally be the buyer. Also check whether the service description contains unnecessary child data if it is not needed on the invoice.

A PDF correcting invoice from LiveKid requires more caution than a regular invoice. The issue is not only extracting data from the document, but also linking the correction to the original invoice, the correction reason, amounts before and after correction and buyer data.

If the original invoice was already accepted in KSeF, the correction should be handled as a separate structured invoice with its own number, submission and UPO. If the original invoice never went to KSeF, first decide whether you are dealing with a KSeF correction or with correcting a document outside KSeF.

In KSeFGPT, treat the correction PDF as a data source, not as a ready KSeF document. After import, check the corrected invoice number, date, buyer, line items, correction values and reason. Only a correct correction XML can be validated and submitted to KSeF.

If you only see a bill, tuition settlement or payment status in LiveKid, do not start with KSeF submission. First check whether the facility should issue an invoice, who the buyer is and whether the invoice should go to KSeF.

The LiveKid help center explains that a VAT invoice for a parent can be issued while creating a settlement, after issuing a bill or by enabling parents to generate invoices themselves. This means the bill and the invoice may be operationally linked, but they are not the same tax document.

If an invoice should be created, use LiveKid's invoicing function and download the PDF as the source of data for preparing FA(3) XML. If the document is only an internal payment settlement, do not describe it as a KSeF invoice.

An invoice from an educational facility has several fields that need special attention. These are not only technical XML data points. They are decisions that affect whether the invoice reaches the right buyer and whether accounting can later connect it with the payment.

The most important task is separating the child, parent, payer and buyer. The child may be the service participant, the parent may be the payer, but the buyer on the invoice may be a private person, the parent's company, a foundation, local government unit or another institution.

Keep the service description moderate. Usually the educational service description, settlement period and amount are enough. Excess child data in the invoice description may be unnecessary operationally and increase the risk of errors in document circulation.

The most common mistake is treating a PDF or bill from LiveKid as an invoice ready for KSeF. The second is looking in the panel for XML export, submission, a KSeF number or UPO, which LiveKid does not provide. The third is confusing the contact person with the formal buyer. The fourth is ending the process after downloading a PDF without checking whether KSeF accepted the invoice.

A separate group of errors concerns education data: the service description contains too much information about the child, the settlement period does not match the payment, and an invoice to the parent's business has an incorrect NIP. Some of these errors may pass technical XML validation but still remain a business problem.

If KSeF rejects the document, do not immediately assume that you need to issue a new invoice from scratch. First check the error message, XML version, buyer data, rate or exemption and totals. For broader diagnostics, see invoice rejected by KSeF.

The process does not end when someone clicks submit or downloads the PDF. In an educational facility, the key is that invoice information returns to everyday settlements with parents, companies and accounting.

The minimum data set after acceptance is the LiveKid invoice number, KSeF number, UPO, acceptance status, submission or acceptance date, buyer, amount, link to the bill or payment and information about who submitted the invoice. Without this, it is hard to later explain a complaint, correction, missing payment or accounting question.

Do not mix payment status with invoice status. A bill may be paid online or by bank transfer, but KSeF answers a different question: whether the structured invoice was accepted and has a KSeF number.

Free tools are useful for individual documents, tests and situations where you want to check an invoice or correction PDF without building a full process. They require an email address before receiving the result and work with a usage limit.

A KSeFGPT account makes sense when LiveKid invoices appear regularly, you handle several facilities, you have invoices for parents' businesses or you need status history, UPO and order in documents. Then the problem is not conversion itself, but control of the whole process.

If you want to understand the difference between preparing a file and submitting it, also read sending invoices to KSeF. For PDF itself, can you send PDF to KSeF is useful.

KSeFGPT does not replace LiveKid as the facility management system. It complements the invoice and KSeF stage: importing an invoice or correction PDF from LiveKid, checking data, preparing and validating FA(3), submitting after authorization, statuses, KSeF number, UPO and document history.

For the facility owner, reducing manual work is the key value. Instead of keeping the PDF in one folder, payment status in LiveKid and UPO in another system, you can move toward one process in which the invoice has a visible status, link and complete confirmations.

KSeFGPT is a private tool, not a service of the Ministry of Finance. It does not make tax decisions for the facility, but it helps reduce technical and operational errors on the path from a LiveKid file to a document accepted in KSeF.

In educational facilities, creating the invoice itself is not the hardest part. The hard part is correctly determining who the buyer is and what document actually exists. The same parent may pay privately once and request an invoice to their business another time.

That is why the KSeF process should start earlier than PDF import. First the facility should collect formal buyer data, define the basis for issuing the invoice and separate the payment from the tax document. Only then does XML preparation, validation and submission make sense.

The second important point is data minimization. An invoice for an educational service should not automatically contain everything the facility knows about the child, group or schedule. Describe the service so the document is clear for accounting but does not move unnecessary personal data into further circulation.

The third point is proof that the process has been completed. If the company only has a PDF from LiveKid or a paid bill status, it still may not have confirmation that the invoice was accepted in KSeF. In practice, only the KSeF number and UPO close the structured-invoice topic.

If you want to explore the topic without duplicating the entire LiveKid process, read these four articles:

Can you send PDF to KSeF explains why PDF is a visualization or data source, not the actual structured invoice.

Free PDF to XML KSeF converter shows how to move from a PDF invoice to FA(3) XML.

Sending invoices to KSeF organizes sessions, statuses, KSeF number and UPO after the file is prepared.

KSeF invoice for a private person helps separate invoices for consumer parents from invoices issued to a business.