Invoice Workflow

Biurko manages the complete lifecycle of an invoice, from initial creation to final acceptance by the KSeF system. Understanding this workflow helps you track each invoice and respond to issues at the right stage.

Draft

Every invoice begins as a draft. At this stage, you enter the invoice details: seller and buyer information, line items, VAT rates, payment terms, and any additional notes. Drafts can be saved, edited, and reviewed as many times as needed. No data is sent to KSeF until you explicitly move the invoice forward.

Validation

Before submission, the invoice passes through a validation step. Biurko checks the invoice data against the KSeF FA(2) schema requirements, verifying that all mandatory fields are present, NIP numbers are correctly formatted, VAT calculations are consistent, and the overall structure conforms to the expected format. If validation fails, you will see specific error messages indicating which fields need correction. Fix the issues and re-validate before proceeding.

Submission

Once validated, the invoice is submitted to KSeF through the platform's secure connection. Biurko transmits the structured invoice data to the appropriate KSeF environment (Production or Test) and monitors the response. During submission, the invoice enters a transmission queue and its status is tracked in real time.

Acceptance

When KSeF successfully processes the invoice, it assigns an official KSeF reference number and timestamp. The invoice status updates to ACCEPTED, confirming that it is now part of the official tax record. Both the issuer and the recipient can retrieve the invoice from KSeF using the assigned reference number.

If KSeF rejects the invoice at this stage, Biurko displays the rejection reason so you can correct the data and resubmit. The platform preserves the original invoice data, allowing you to make targeted corrections without re-entering everything from scratch.