Fakturownia integration the document raises itself, the decisions stay with you
Fakturownia is a Polish invoicing system, so you land here if you sell into Poland or run a Polish entity. It issues documents well. The trouble sits in front of it: someone retypes the tax number, the line items and the payment terms out of the CRM or the shop. We connect the two, with series, credit notes, currency invoices and KSeF filing, plus the list of what the automation never issues.
- 3 triggersthe three events that usually raise an invoice in Fakturownia: a deal won in the CRM, a paid order in the shop and a date on the subscription schedule
- 2 to 4 weeksfrom the workshop to the integration running in production, checked against your own documents from the last month
- EUR 3,500 netper week of the process workshop, price published up front; the integration itself is quoted only once the workshop is done
The problem
Why does the same invoice get written twice?
A sales rep closes a deal on Friday. On Wednesday somebody opens Fakturownia and retypes the tax number, the address, the line items, the amount and the payment terms out of a record that already holds all of it. The payment clock starts on Wednesday, not on Friday. One digit drops out of the tax number along the way, so the buyer comes back a week later asking for a credit note.
Fakturownia is not at fault here. It issues what it is handed, and it does that well: it knows numbering series, templates, recurring invoices and how a credit note attaches to the original document. The fault is the gap between the system you sell in and the system you invoice in. Sitting in that gap is a person with two tabs open and the exceptions held in their head.
Part of that work stopped being a question of comfort. An invoice raised under a Polish tax number is filed to KSeF, the Polish national e-invoicing system, in a defined structure, and the acceptance comes back as a number and a status. Structured e-invoicing is spreading across EU markets, and each mandate turns the sales invoice into a document with a fixed format and a fixed moment of issue. A document built by retyping now carries one manual step more than it did a year ago.
- Buyer details typed in for a second time, although the CRM already holds them in full
- The payment clock starts days after the sale, because the invoice was waiting for a person
- The number and the file link stay inside Fakturownia, so the sales rep asks for them by email
- Credit notes issued in a batch at month end, with no link to the original invoice
- One month of a subscription invoice never went out and nobody noticed
- The rate for a currency invoice is taken from a different source and a different date each time
Why now
What does Fakturownia do on its own, and what has to be handed to it?
Fakturownia does more on its own than most companies use. It keeps separate numbering series per document type and per department, raises recurring invoices from a schedule, attaches a credit note to the original document, files an invoice to KSeF and takes back its number and status. It can also fire an event the moment a document is delivered and a payment is recorded, so the rest of the company finds out without opening the panel.
What it does not have is your data and your decisions. Fakturownia does not know that a deal in the CRM was won, that an order in the shop was paid, that a subscription changed scope halfway through the period or that this buyer is over their credit limit. So the trigger and the rules live outside it, in n8n, Make or a direct connection through the interface, and Fakturownia stays what it is: the place where the document and its number come into being. The technical layer, authentication and how we work with the interface, we cover separately under API integration.
This page is about the document itself. If you are after the whole billing cycle, from the order through to bookkeeping and collections, that has its own page: invoice automation. One specific scenario, raising an invoice from a won deal, is covered under automatic invoicing from CRM. Here we talk about how a document in Fakturownia is built and where the authority of the automation ends.
On top of that sits the AI agent. A workflow will raise the document, but it will not answer the question of which invoices from this quarter have a credit note against them and for how much. BOND, our company AI agent, reads the data out of Fakturownia and answers in a plain sentence in 5 to 10 seconds, with no login to the panel and no report to compile.
What changes
What does the person who handles invoices get, and what does the sales rep get?
The document comes out of the record you sell on
A deal won in the CRM, a paid order in the shop or a date on the subscription schedule raises the document from data that already sits in the system. The number and the link to the file go back onto the record, so the sales rep sees them without asking the accounts desk.
The path from sale to issued document drops from several days to a few minutes
Numbering and series stay in order
The trigger knows which series a document belongs to: one for domestic sales, another for proformas, another for credit notes, another for the export channel. A document from outside the normal flow, backdated or out of series, gets flagged to accounting and left for them to raise.
The series comes from a rule written down in the workshop, not from the memory of whoever is at the keyboard
A credit note comes out of the original document
An accepted return, or a discount agreed after the sale, creates a credit note in Fakturownia attached to the invoice it corrects, so the buyer balance is current the same day. The buyer own correction note, the one for formal data errors, is raised by the buyer, so the automation on your side only flags it.
The credit note starts on the day the return is accepted, attached to the original invoice
KSeF handled at the moment of issue
The invoice goes to KSeF, the Polish national e-invoicing system, together with the act of issuing it, and the reference number and status come back to the CRM and to the archive on your drive. A rejection does not go quiet: the workflow reports it to accounting with the error text and the document number, instead of waiting for somebody to review the panel.
The KSeF number and status land on the CRM record in the same minute
A currency invoice carries its rate and its date
The rate for the invoice and the rate for VAT come from one source and one date, set by your accountant, and both are stored with the document. Export sales get their own template and their own tax marking, rather than the domestic template with a comment bolted on.
Six months later you can still reconstruct where the amount on the document came from
Your accountant and your reports get the same numbers
The pack for the accounting office is produced on the same day of every month, in the format that office accepts. The same data, revenue, overdue amounts and credit notes, goes once a day into <a href="https://cloud.google.com/bigquery/docs" rel="noopener">BigQuery</a>, so the Looker Studio report stops being assembled out of a spreadsheet.
One source for the accountant and for the management report, with no second version of the truth
And in your company
What if our accountant is the one who runs Fakturownia?
Four sentences we hear most often, and what we answer to each of them. If yours sounds different, say it in the consultation: that is the quickest way to find out whether there is anything here worth doing at all.
Fakturownia already has recurring invoices, why add an integration?
If your subscriptions are fixed, the schedule inside Fakturownia is enough and we will tell you so rather than duplicate something that already works. The integration earns its keep when the contract changes mid-period: an annex, a suspension, a different number of seats, a plan swapped halfway through the month. The state of the contract then lives in the CRM or in a contract register, and the schedule has no way of knowing about it.
We are not giving an outside company access to our invoices.
You do not have to. What the integration needs is a key scoped to the operations we agree in the workshop, issued on your side and revocable in one click. We work on your data for as long as the rollout runs, and after handover the key stays in your panel together with the workflow. Permissions for people inside Fakturownia stay exactly as they are: whoever does not raise invoices today still will not.
We are afraid the automation will issue something we never wanted.
Which is why the list of documents the automation never raises on its own is part of the workshop, not a footnote added after the rollout. The usual exclusions: a credit note that changes an amount, the first invoice for a tax number nobody has verified yet, a backdated document, an invoice out of series, and a sale to a buyer over their credit limit. Those cases go into a queue with the reason they are there, and wait for a person.
We sell in euro and across the EU, and our accountant handles the tax side.
That judgement stays with them, and it does not move. In the workshop we write their rules down: which source and which date the rate comes from, which template and which tax marking apply to export sales, what happens to the exchange difference on payment. A written rule gives the same answer every time, including in the week the accountant is on holiday.
- Invoicing and ERP
- Fakturownia, iFirma, Subiekt, Comarch Optima, sevDesk
- CRM and sales pipeline
- HubSpot, Pipedrive, Salesforce, LiveSpace
- Sales and orders
- BaseLinker, Allegro, Shopify, WooCommerce, PrestaShop
- KSeF, archive and alerts
- KSeF, Google Workspace, Microsoft 365, Slack, Notion
- Data and reporting
- BigQuery, Google Sheets, SQL databases, GA4
- Automation layer
- n8n, Make, Zapier, custom API integrations
Documents in Fakturownia: what triggers each one and who approves it
The boundary of the automation does not run along system lines. It runs along document types. Below is the split we propose to start from; in the workshop we push it one way or the other, depending on how tight your grip on sales is.
| Document | What triggers it | Who approves it |
|---|---|---|
| Proforma invoice | a deal won in the CRM with a complete tax number and address | nobody, it goes out on its own |
| Domestic sales invoice | a paid order in the shop or on a marketplace | nobody, it goes out on its own |
| Subscription invoice | a date on the schedule plus the current state of the contract | nobody, as long as the contract did not change during the period |
| Invoice for a new buyer | the first sale to a tax number Fakturownia has never seen | the person who handles invoices, once the tax number is verified |
| Credit note | an accepted return or a discount agreed after the sale | the person who handles invoices, whenever the amount changes |
| Buyer correction note | an error in the formal data, found after delivery | the buyer of the document, the automation only raises the case |
| Backdated or out-of-series document | a decision from outside the normal sales flow | accounting, every single time |
A row with an empty approval column does not mean nobody sees it. Every document raised without a person carries a record of what triggered it, which record the data came from and what time it was created.
How we do it
Five steps from retyping data to a document that raises itself
Every step ends with something you can judge before you decide on the next one. Process first, tools second, never the other way round.
Process workshop
We measure how many days pass in your company between the sale and the document, and where the data somebody retypes today actually comes from. We write down the rules that exist only in people heads: which series for which channel, which terms for which customer, which template for export sales, what happens when a return lands two months late.
The boundary of the automation and the design
We agree the list of documents the automation raises on its own and the list that goes into a queue for a person. Alongside that: the scope of the access key, what happens to errors coming back from KSeF, and what the workflow does when buyer data is incomplete. That list matters more than the choice of tool, which is why it comes first.
Pilot on your own documents
The workflow runs next to your current way of working, on the last month of sales. We test the hard cases rather than the easy ones: credit notes, currency invoices, buyers with no tax number, subscriptions changed mid-period, documents rejected by KSeF.
Production and handover
Once it checks out we switch to production with error monitoring and an alert when a document does not go through. The person who handles invoices learns to change the rules on their own: a new template, different payment terms, another series, taking one buyer out of the automation. The access key and the workflow stay with you, along with a note on what to do about a KSeF rejection.
Measurement after 30 and 90 days
We go back to the numbers from the workshop and look at the same intervals in days: sale to invoice, and invoice to payment. We also check how many documents landed in the queue for a person, and whether the boundary of the automation is drawn in the right place. Only then do we talk about the next stage, because without measurement every further rollout is guesswork.
Before and after
How the week changes for the person who handles invoices
Before
- Monday goes on retyping data from the CRM into Fakturownia
- The sales rep asks on chat for the number and the file of an invoice from last week
- Returns pile up until month end and credit notes go out in one batch
- The rate for a euro invoice gets looked up separately, for every single document
After
- The weekend documents are raised before anybody opens the panel
- The number and the link to the file are visible on the CRM record, with nobody asking
- The credit note starts on the day the return is accepted, attached to the invoice
- The rate and the date sit in a rule, so a currency document needs no decision
The first documents raised without a person show up on switchover day. The shorter path from sale to invoice we judge after 30 days, and the effect on payment timing after 90 days.
For the person signing this off
What the person accountable for the documents gets out of it
You get control that is written down rather than resting on somebody being conscientious. You know which documents are raised without a person, on what basis, and what has to stop the automation, because you approve that list yourself in the workshop. Every document raised automatically leaves a trail: what triggered it, which record the data came from and what time it was created.
The second thing is the risk attached to your signature. The rules for numbering, rates and templates behave the same way when the person who handles invoices is on holiday and when they leave the company. Filing to KSeF stops depending on whether somebody remembered an extra step. The scope is narrow, one integration, so the first decision is small and reversible.
- The list of documents the automation never raises, approved by you
- A trail on every document: trigger, source of data, time of issue
- An access key issued on your side, narrowly scoped and revocable
- A pilot alongside your current way of working, so the old route runs until the tests end
What it costs
The workshop has a published price, the rollout is quoted after it
The process workshop costs EUR 3,500 net per week and runs from 1 to 7 weeks. For a single integration one week is usually enough, because the process is narrow, though it does carry exceptions worth writing down: series, credit notes, currencies, the handover point with your accounting office. We quote the integration after the workshop, once it is clear how many triggers come into scope and what state the buyer data in your CRM is in.
Your Fakturownia licence and the cost of running the workflow go straight to the vendor, n8n or Make for instance, or you pay nothing at all when the workflow sits on your own infrastructure. The same goes for model usage behind the AI agent, currently EUR 0.005 to 0.07 per query at vendor list prices. No margin from us and no licence resold through us. More about the workshop itself is on the process workshop page.
Process workshop
EUR 3,500 net
per week; one integration usually needs a single week
A self-contained piece of work. It ends with the document rules written down and a boundary for the automation you could roll out without us.
- The path from sale to issued document measured in days
- Written rules: numbering series, terms, templates, rates, credit notes
- The list of documents that stay with a person, and the reason for each
- The scope of access to Fakturownia and the handover point with your accounting office
- Most popular
Workshop and Fakturownia integration
Quoted after the workshop
scope follows from the number of triggers and the state of the data in the CRM
The option most companies choose. A working integration 2 to 4 weeks after the workshop, checked against your own documents.
- Everything in the workshop
- A workflow in n8n, Make or through the API, wired into Fakturownia and the CRM
- Triggers from the CRM, from the shop and from the subscription schedule
- Series, credit notes, currency documents and filing to KSeF
- A queue for documents that need a person, with error monitoring
- Training so your invoicing person can change the rules alone
Fakturownia and an AI agent
Quoted after the workshop
for companies that ask about invoices and receivables several times a day
Everything in the integration plus BOND, the company AI agent that answers questions about your documents in a plain sentence.
- Everything in the Fakturownia integration
- An AI agent reading data from Fakturownia, the CRM and the data warehouse
- An answer in 5 to 10 seconds: who is overdue, what was corrected, what was rejected
- A daily feed into the data warehouse and one source for the management report
- Rolling out the agent takes around 2 months, separately from the integration
The workshop ends with a document that stands up without us: the measured path from sale to invoice, the document rules written down and the boundary of the automation. You can execute it with your own hands, hand it to another firm or put it on the shelf. If it turns out that Fakturownia and your shop already do what you are asking for, we say so and show you where to switch it on, rather than sell you an integration.
Frequently asked questions
What does integrating Fakturownia with a CRM or a shop actually give us?
The document comes out of the record you sell on, so nobody retypes the tax number, the address, the line items and the payment terms a second time. The document number and the link to the file go back onto the record in the CRM, so the sales rep has them to hand. The payment clock starts on the day of the sale, not on the day somebody found time to open the panel.
Does a Fakturownia integration handle KSeF?
Yes. Fakturownia files the invoice to KSeF, the Polish national e-invoicing system, and takes back its reference number and status, which we then write onto the CRM record and into the archive. A rejected document does not sit unattended in the panel: the workflow reports the error to accounting together with the document number, so somebody can act on it the same day rather than at month end.
How long does a Fakturownia integration take?
One week of workshop and 2 to 4 weeks of rollout. Connecting one invoicing system to a CRM or a shop is a narrow job with no data migration behind it, which is why it is shorter than automating the whole billing cycle. It runs longer only when buyer data in the CRM is incomplete and has to be tidied up first.
How does the automation keep numbering and series straight?
The series is chosen by a rule written down in the workshop, not by the person at the keyboard. Separate series usually go to proformas, domestic sales, credit notes and export sales, because that makes them easier to reconcile with accounting later. A document from outside the normal flow, backdated or out of series, gets flagged to accounting and left for them to raise.
Does the automation issue credit notes?
A technical credit note, the one that follows from an accepted return, we create automatically and attach to the original invoice so the buyer balance is current the same day. A credit note that changes an amount on any other basis waits by default for approval from the person who handles invoices. The buyer own correction note, for errors in formal data, is raised by the buyer, so the automation on your side only flags the case.
How do currency invoices and export sales work?
The rate comes from one source and one date, both set by your accountant, and it is stored with the document, so six months later you can still reconstruct where the amount came from. Export sales get their own template, their own series and the tax marking your accountant specifies. The judgement stays with them and we execute it without deviation.
What access to Fakturownia do you need?
A key scoped to the operations agreed in the workshop, issued on your side and revocable in one click. We do not touch permissions for people in the panel: whoever does not raise invoices today still will not. Once the rollout is handed over, the key and the workflow stay with you, along with the note on what to do about a rejection.
Will data from Fakturownia reach our accountant and our reports?
Yes, and off one piece of preparation. The pack for the accounting office is produced on the same day of every month, in the format that office accepts. The same data, revenue, overdue amounts and credit notes, goes once a day into a data warehouse such as BigQuery, and feeds a Looker Studio report or the AI agent.
Let us count how many days pass between your sale and your invoice
The free consultation takes 30 minutes. You tell us where the data for your invoices comes from, how many you raise and who clicks around Fakturownia today. You leave with the path from sale to document counted in days, and a first list of what the automation can take over and what is better left with a person. You do not have to share any system at this stage.
We run at most two rollouts at a time, so that someone is actually sitting on each of them.
Book a free consultationPS. If somebody in your company retyped a tax number out of the CRM into Fakturownia this week, that is exactly this problem. The same data entered twice does not only cost minutes. It costs a typo on the document and a payment clock started on the wrong day. Once the two systems are connected, the document comes out of the record you sell on, and you decide what the automation never touches. You write directly to Paweł.