Product · Integration · KSeF
Bitrix24 → Fakturownia → KSeF: ready for mandatory e-invoicing
Poland's National e-Invoicing System (KSeF) is becoming mandatory, and invoices issued against the rules carry fines. With us it is simple: a won deal in Bitrix24 turns itself into an invoice sent to KSeF, and the KSeF number plus a PDF with a QR code come back to the CRM. No manual XML, no cryptography, no stress.
KSeF will be mandatory. Invoices will have to go through the government system, and financial penalties are planned for violations. Instead of wiring it up by hand, we automate the whole flow so you simply win deals and the invoices reach KSeF on their own. KSeF is already mandatory, and administrative fines for errors take effect on 1 January 2027. It pays to prepare your company ahead of time.
Video
See the automation in action
DEMO
Problem
KSeF is not optional, it is an obligation with fines
Every invoice will have to pass through the National e-Invoicing System: the correct XML format (FA(3)), submission to the Ministry of Finance system, collecting the UPO confirmation and receiving a KSeF number. Done by hand across several tools, that is hours of work and a real risk of errors, and a faulty or unsent invoice today means fines and settlement problems. On top of that comes retyping the same client data from the CRM into the invoicing software.
How it works
All the KSeF complexity stays on our side
I build the integration in n8n, which connects the Bitrix24 API with the Fakturownia API. The key advantage of this model: Fakturownia absorbs all the KSeF complexity: it builds the FA(3) XML, sends the invoice to KSeF, collects the UPO, assigns the KSeF number and generates a PDF with a QR code. n8n never touches XML or cryptography, it only sends plain JSON. For you all of this disappears: you just move the deal to a new stage and the invoice lands in KSeF by itself.
Deal "To invoice"
Changing the deal stage in Bitrix24 triggers a webhook to n8n.
Data from the CRM
n8n pulls the buyer's data (NIP, name, address) and invoice lines from the deal.
Invoice + KSeF
Fakturownia issues the invoice, builds the FA(3) XML and sends it to KSeF.
Result back in CRM
The KSeF number, status and PDF link are saved on the deal card.
Who does what
Division of responsibility
| Layer | Responsibility |
|---|---|
| Bitrix24 | Source of data (deal, client, invoice lines). Triggers the process. Stores the result: KSeF number and PDF. |
| n8n | Orchestration: fetching data, mapping to Fakturownia JSON, error handling, saving the result in the CRM. |
| Fakturownia | Issuing the invoice, building FA(3) XML, talking to KSeF, UPO, PDF with QR code. |
| KSeF (Ministry of Finance) | Registering the invoice and assigning the KSeF number: the government layer, invisible to you. |
Why it is simple with us
We take on the hard part
Instead of integrating directly with KSeF, we use Fakturownia as an intermediate layer. It handles the things that usually cost the most time and nerves:
- No building and validating FA(3) XML or XSD schemas.
- No cryptography (AES/RSA, tokens, challenge-response) or certificates.
- No custom PDF generator: the invoice with a QR code is created automatically.
- Built-in Offline24 mode: when KSeF is temporarily down, the invoice waits in a queue.
- A portable architecture: switching providers (e.g. inFakt) means swapping one n8n node, not a rebuild.
Payments under control
Stop chasing clients for payment
Invoices don't just issue themselves. The system also makes sure you get paid for them. Straight from Bitrix24, clients receive automatic e-mails with the invoice, and polite payment reminders once the due date passes. You don't have to remember who owes what, or write chasers by hand. With a larger invoice volume that is at least 3 h/month less time wasted on reminding and chasing clients.
- An automatic e-mail with the invoice goes to the client right after it is issued, no manual sending.
- Payment reminders go out on their own when the due date approaches or passes.
- The payment status comes back from Fakturownia to the deal in Bitrix24, so you know what is paid.
In Bitrix24 you get a clear view that instantly shows overdue and paid invoices, without digging through e-mails and spreadsheets. Navigation is simple: one glance and you know who needs a nudge.
Safe
What if something goes wrong
| Situation | System response |
|---|---|
| Wrong NIP or missing field | Validation before sending + feedback on the deal. |
| KSeF rejected the invoice | "Rejected" status on the deal + operator notification. |
| KSeF down / timeout | Retry; Fakturownia queues it in Offline24 mode. |
| Duplicate number | Uniqueness check before sending. |
The rule: the PDF goes to the client only after KSeF confirms, because an invoice without a KSeF number is not a valid one.
Preview
See how it works
Results
What you gain
Get your company ready for KSeF before it becomes mandatory
Book a free audit and I will show you how to connect your Bitrix24 with Fakturownia and KSeF so invoices issue themselves, fully compliant.