KSeF
Polish legislation requires companies to issue and report invoices through the national KSeF (National e-Invoice system). RamBase supports this requirement by enabling invoice submission to KSeF from RamBase and by supporting automated integration through a certified third-party provider. The solution is designed to support both low-volume and high-volume invoicing while maintaining compliance with Polish e-invoicing regulations.
To use KSeF in RamBase, the company must be registered as a Polish legal entity and configured for KSeF usage. Required KSeF dictionaries must be available through the integration, and the company must be set up for manual or automated invoice submission.
Before KSeF functionality can be enabled, the integration must be agreed and ordered through RamBase Support. Activation of the functionality requires acceptance of applicable product terms, and the necessary setup is performed as part of this agreement.
Enabling KSeF functionality
KSeF functionality is enabled through a system setting:
Company setting (CSV): Run functionality for sending and receiving KSEF-documents
This setting can only be activated after the KSeF integration has been ordered and agreed with RamBase Support, including acceptance of the relevant product terms.
When this setting is enabled:
The user can initiate the sending from sales invoices and credit notes to KSeF by navigating to the Context menu under the Print/send section.
Outgoing sales invoices and credit notes (CIN) that are sent to KSeF are temporarily set to Status – 3 until a response is received from KSeF.
When a KSeF reference number is returned, the document status is automatically updated from Status – 3 to Status – 4. For Polish customers, the invoice is delivered to the recipient through KSeF once the status changes to Status – 4. For non-Polish customers, the invoice is distributed from RamBase according to the standard customer delivery setup.
If email delivery is enabled for Polish customers, they will receive both the invoice via KSeF and an email from RamBase. To avoid duplicate delivery, email distribution must be disabled for Polish customers if KSeF should be the only delivery channel.
Registration of invoices and credit notes without sending them to KSeF is blocked if the document contains a Polish VAT registration number.
Incoming KSeF documents are enabled for processing through the integration.
For proper operation, the KSeF extension must also be enabled. Without the extension, required KSeF-specific invoice fields will not be available and submission will fail.
KSeF Extension
A dedicated KSeF extension is used to support structured invoice submission. The extension adds approximately 20 additional invoice fields required by KSeF. The values for these fields are populated automatically, retrieved from official KSeF dictionaries, or derived from existing invoice data.
The extension is mandatory for Polish customers using KSeF. Once activated, the additional fields are available for all relevant invoice processes.
Outbound Invoice Handling
Sales invoices are created and approved in RamBase according to standard procedures. When RamBase is approved for KSeF submission, it is set to Status – 3, indicating that it has been sent to KSeF and is awaiting a response.
When an invoice is approved for KSeF, a webhook is generated. This webhook allows the integration platform to retrieve the invoice data from RamBase using exposed APIs.
The integration platform validates the invoice data and submits it to KSeF in the required XML format, including authentication of the issuer. Status information and reference data returned from KSeF are sent back to RamBase and stored on the invoice.
The KSeF reference number returned from KSeF is stored in the field External system invoice number on the Sales invoice (CIN).
Connectivity issues or missing or invalid invoice data are reported with status information and error codes, allowing the issuer to correct the invoice if needed.
Inbound Invoice Handling
Inbound invoices originating from KSeF are received through the integration platform. The supplier submits the invoice to KSeF, after which the invoice data is transferred to RamBase as a structured Peppol BIS 3.0 invoice.
The invoice is processed in RamBase and included in the standard Received supplier invoice (ISI) process (Read more about the Received supplier invoice (ISI) here). The recipient can review the invoice, match it with relevant documents, and prepare it for payment. All required invoice fields and attachments are mapped to RamBase structures.