Give Your Accountant Invoicing Access Without Losing Control

Invoices don't issue themselves, and since 1 April 2026 most B2B invoices in Poland must pass through KSeF (Poland's national e-invoicing system, now mandatory for business-to-business sales). So more and more owners simply want to hand invoicing to their accountant — and that's where they hit a wall. Because in many tools, "give access" means: share your login and password, then hope nobody changes the numbering, deletes an invoice, or pokes around where they shouldn't.

That's a false trade-off. A good invoicing system lets you delegate the work, not the keys to the whole company. The stakes are rising: under the current act, penalties under Article 106ni of the VAT Act apply from 1 January 2027 and reach up to 100% of the VAT on an invoice issued outside the system (Polish Ministry of Finance – KSeF). On 16 September 2026 the Ministry announced it will move them to 1 January 2028; that is a bill not yet passed, and it moves only the penalties, not the obligation to use KSeF. Here's how to give your accounting office access in Biurko while keeping control of everything that matters.

Why "just give the accountant access" feels risky

The fears are concrete — and entirely valid when everyone shares one login. You worry that:

• someone changes invoice numbering or your company details on documents,

• someone deletes an invoice and you never learn who or when,

• a shared password ends up in the wrong hands,

• there's no trail — who actually issued FV/2026/123?

The problem isn't working with an accounting office (biuro rachunkowe). The problem is letting everyone in with the same key. The fix isn't trust on a handshake; it's a permission system (RBAC) where each person sees and touches only what's theirs.

Two layers of access: the app account and the KSeF connection

This distinction is the heart of "without losing control." In Biurko, access has two layers.

Layer 1 — the app account. Who can log in to Biurko and what they can do. You control this with roles. This is where you invite your accountant.

Layer 2 — the company's KSeF connection. You set this up as the owner: with Profil Zaufany, your own KSeF certificate or a certificate ordered through Biurko. For steady, automatic work, order a KSeF certificate in Biurko — after the first connection with Profil Zaufany — and use it for the connection. Your accountant issues and sends invoices through that connection, but can't change or disconnect it.

In other words: the KSeF connection, the company data and the billing stay with you. The accountant gets a tool for daily work. Inside KSeF itself, an accounting office acts on permissions granted by the taxpayer — either electronically in the system or via the ZAW-FA form (the official form for assigning KSeF permissions, biznes.gov.pl) — or through the company connection configured in Biurko (how to set up your KSeF connection). You can also grant and revoke KSeF permissions straight from Biurko (Firma → Uprawnienia KSeF).

The "Accountant" role — exactly the permissions needed

Biurko ships with ready-made roles, so you don't have to assemble permissions from scratch. The key one here is Accountant (Księgowy).

The Accountant role is built precisely for an accounting office: it does all the invoice work — issuing, sending to KSeF, pulling in purchase invoices — but does not change company data, the KSeF connection, the team or roles. An accountant joins your company as a free guest — one seat in every company, on every plan, including the free one.

Need something more granular? You can create a custom role with an exact set of permissions. One simple rule applies: nobody can grant permissions higher than their own, and only the owner can touch the owner account.

How to invite an accounting office — step by step

1. Go to Settings → Team → Invite.

2. Enter the email address of the office or accountant.

3. Choose a role (usually: Accountant).

4. Send the invitation. It arrives by email as an activation link, valid for a limited time.

5. The office signs up or logs in to its own account and joins your company with the assigned role.

The invitation isn't a one-shot: before it's accepted, you can resend or revoke it. The accountant's guest seat is free and sits outside the plan's seat limit; the number of seats for other team members depends on your plan.

Full visibility: an audit log on every invoice

This is where "without losing control" lives. Every invoice in Biurko has its own activity timeline — a record of what happened to it and who's behind each step:

• created, issued, sent to KSeF,

• emailed to the buyer,

• marked as paid,

• PDF downloaded, exported to CSV/XLSX.

Each entry shows who did it and when. That's control without micromanaging: you don't have to call the office asking "who issued FV/2026/123 and at what time" — you can just see it. Trust stays, backed by evidence.

One office, many companies — switching between clients

If you run the accounting office, it works the other way around. One account can belong to many companies, with a separate role in each.

• Switch the active company with one click.

• The company list has search by name and NIP (the Polish tax ID) — handy with dozens of clients.

• KSeF connections and invoices are isolated per company, so client data never mixes.

That means you issue clients' sales invoices, send them to KSeF, and pull in their purchase invoices from a single account — no logging into ten separate accounts. An accountant joins each client's company as a free guest and switches between companies with one click, and each company has its own plan.

Before you hand over invoicing — a quick checklist

• [ ] Set up the company's KSeF connection (Profil Zaufany or a KSeF certificate) — that's the owner's job.

• [ ] Decide what the office can do: the ready Accountant role or a custom one.

• [ ] Invite the office by email and assign a role.

• [ ] Agree on a cooperation model: who issues sales invoices — you or the office.

• [ ] After the first week, check the activity log on a few invoices.

• [ ] Remember: when the engagement ends, you revoke access in one click.

Wrapping up

Delegating invoicing isn't about trust on a handshake; it's about the right permissions. The office gets the tools to work with invoices, while you keep the KSeF connection, the company data, the billing and full visibility into who did what and when. That's delegation without the risk.

Create your company in Biurko, set up your KSeF connection, and invite your accountant in minutes. Create an account at biurko.io — every new company gets 14 days of the TEAM plan without a card, then moves to the free FREE plan.

FAQ

Will my accounting office see my password or my bank account details? No. The office gets its own login and a role, not your password. The Accountant role doesn't include changing company data or managing the KSeF connection. The account number on invoices is not the same as access to your banking — Biurko never logs in to your bank.

Can I revoke my accountant's access to the company? Yes, instantly. You remove the member from the team, or revoke the invitation before it's accepted. After that the person loses access to the company, while the invoice history and audit log stay intact.

Can my accountant change my numbering or company details? Numbering — yes: the default Accountant role can change an invoice number and the numbering templates. Company details, the KSeF connection, the team and roles — no, those stay with the owner. If you don't want your accountant to touch numbering, create a custom role without that permission.

How does an accounting office issue invoices in KSeF on a client's behalf? In KSeF, the office acts on permissions granted by the taxpayer (electronically in the system or via the ZAW-FA form) or through the company connection configured in Biurko; KSeF permissions can also be granted and revoked straight from Biurko (Firma → Uprawnienia KSeF). In the app, an invitation with the Accountant role is enough — sending goes through your company's KSeF connection.

How many companies can one office account handle? One account can belong to many companies, each with its own role and its own KSeF connection. The office switches the active company with one click. The accountant's guest seat is free in every company and sits outside the plan's seat limit; the number of companies you run yourself and of team seats depends on your plan.