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KSeF Profiles

This section guides you through setting up and managing KSeF Profiles. By configuring these profiles, you can handle multiple legal entities and various authentication methods within a single EspoCRM instance.

Quick link: Open KSeF Profile Settings

How to Configure a KSeF Profile

The integration supports multiple KSeF Profiles, enabling the management of several companies or branches from one centralized dashboard.

  1. Navigate to the Administration section.
  2. Search for KSeF Settings and open the section.
  3. Click to create a new KSeF Profile using the field specifications below.

Field Explanations

Overview

  • Name: The internal display name (using the legal company name is recommended).
  • Status: Set to Active to enable the profile for synchronization.
  • Tax ID (NIP): Enter your Tax Identification Number. * Note: This field is locked and cannot be edited after the profile is saved.
  • Type: Select the KSeF environment (Production, Demo, or Test) that matches your credentials.
  • Profile Type: Select Own if this represents your primary business entity.
  • Authorization Type: Choose between Token or Certificate based on your preferred security method.
  • Token: Paste the authentication token generated in the KSeF portal.
  • Authorization Certificate: The certificate used to establish a secure connection with the KSeF platform.
  • Offline Certificate: The certificate used specifically for signing invoices in offline mode.

Company Details

  • Company Name: The full legal name of the entity, as it should appear on issued invoices.
  • Address: The complete registered address for invoice headers.
  • REGON & KRS Number: Optional business identifiers to be included on the invoice.
  • Email & Phone Number: Contact details displayed on the invoice for recipient communication.

Expenses (Incoming Invoices)

  • Enable Expenses: Toggle this on to allow the system to fetch incoming invoices into EspoCRM.
  • Fetch Since: The start date for retrieving historical invoice data.
  • Create Accounts for Expenses: If enabled, the system will automatically create a new Account record if no existing record matches the Tax ID on a fetched invoice.
  • Assign Expenses To: Specify the default user to whom newly imported expenses will be assigned.

Account Matching & Tax ID Management

To understand how the integration identifies existing accounts and prevents duplicates, please read this detailed article.

Invoices (Outgoing Invoices)

  • Enable Invoices: Toggle this on to allow sending and issuing invoices via EspoCRM using this profile.
  • Default Payment Method: Set the default method (e.g., Bank Transfer) for invoices issued under this profile.
  • Default Payment Channel: Set the default bank account or channel. If configured, this will be mapped directly to the official KSeF XML schema.
  • Additional Information: Choose which metadata (Client email, phone, reference numbers, etc.) should be appended to the KSeF invoice.