Step by step · 5 min read
Invoices and KSeF: from an order to a sent invoice
Setting up KSeF, an invoice from an order or on its own, sending it to KSeF, statuses and marking it paid.
Nitro Serwis is in Polish. The screenshots show the Polish interface; each label is quoted in bold, with its meaning in brackets.
Nitro issues structured invoices and sends them straight to KSeF, Poland’s national e-invoicing system. It takes the items from the order, so invoicing after a repair takes a minute.
01Set up KSeF
Go to Ustawienia (Settings) → KSeF · fakturowanie (KSeF · invoicing) and fill in:
- Dane sprzedawcy (Seller details): tax ID (NIP), name, address and, optionally, REGON;
- Format numeru faktury (Invoice number format): e.g. FV/{number}/{month}/{year};
- Certyfikat i klucz prywatny (Certificate and private key): the .crt and .key files exactly as you downloaded them from the KSeF app, plus the key’s password.
Finally, click Zapisz konfigurację (Save configuration). Until KSeF is set up, no invoice can be issued. The bank account and bank name printed on invoices are set in Dane firmy (Company details) → Płatności na fakturach (Payments on invoices).
02Issue an invoice
From an order: in the order’s details, click Wystaw fakturę (Issue invoice). The client and items fill in themselves. Without an order: in Faktury (Invoices) click Wystaw fakturę (Issue invoice) and pick a client.
The editor has the Nabywca (Buyer), Płatność (Payment), Pozycje (Items) and Uwagi (Notes) sections. Fetch a company buyer’s details by tax ID with Pobierz dane firmy (Fetch company details), and add the car’s number plate and mileage to the notes in one click. Currency, EU VAT numbers and reverse charge are under Tryb zaawansowany (Advanced mode).
03Send it to KSeF
Zapisz (Save) keeps the invoice as a Szkic (Draft), while Wyślij do KSeF (Send to KSeF) gives it a number and sends it. The status changes to Wysłana (Sent) and, once KSeF confirms it, to Zaakceptowana (Accepted) (or Odrzucona (Rejected), with the error). An accepted invoice has a KSeF number, a link to view it in KSeF and two PDFs: KSeF PDF and Faktura Nitro Serwis (Nitro Serwis invoice).
04Mark the payment
When the client pays, click Oznacz jako opłaconą (Mark as paid). The invoice list filters by buyer, month and payment, so unpaid ones are easy to find.
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