Invoicing software – basic information
VAT invoice is a sales document containing detailed transaction data. It is issued no earlier than 30 days before goods are delivered or services performed and no later than the 15th day of the following month.
When preparing a VAT invoice, enter the document number and issue and sale dates, and identify the parties to the transaction: the seller and the buyer.
Specify the goods or services, quantity, unit, net price, VAT rate and net, VAT and gross amounts. Calculate totals, state the amount and payment terms, delivery method, authorised persons and any additional information.
Saving, sending and printing in online invoicing software
An issued VAT invoice should be saved in the invoicing system with the Save invoice button or printed using Create PDF.
A saved document can be e-mailed, edited and monitored for payment and delivery. You can also use Similar to create another invoice with copied details and an updated number and dates.
Invoice types:
VAT and non-VAT invoices – what is the difference?
A VAT invoice includes an applicable VAT rate, such as 23%, 8% or 0%. Exempt or non-taxable sales use the appropriate designation. Businesses that are not VAT payers may issue invoices without VAT. Invoice without VAT contains only the price, quantity and description of the goods or services sold.
VAT rates can be changed in the VAT column.
The required rate may occasionally be missing from the list.
In Settings > VAT rates/units you can add custom VAT rates, which will then be available when creating a document.
VAT margin invoice – when and how to issue one
VAT margin invoice is a special invoice issued similarly to a standard invoice. It contains the document number, dates, seller and buyer details, and a description and price, together with the appropriate margin-scheme annotation.
The appropriate VAT rate must also be assigned in accordance with the law.
The VAT rate can be changed in the VAT column while preparing the document.
Reverse-charge invoice
A transaction in which the buyer accounts for the tax requires a reverse-charge invoice. Select the Reverse charge annotation and use the appropriate VAT designation.
All other details remain the same as on a standard invoice.
Split payment mechanism and invoicing software
How do you issue an MPP split-payment invoice? In the invoicing softwareafaktury.pl this can be done automatically or manually.
What must an MPP split-payment invoice contain?
Like every special document, it must contain the annotation Split Payment Mechanism or MPP.
It may also include an additional VAT bank account.
To add the MPP annotation and VAT account automatically, enable split-payment display in Settings > document appearance, either above the configured threshold or always.
Foreign-currency invoice using the NBP exchange rate
Invoices for foreign customers are often issued in their local currency.
Choose the currency above the goods/services table in the Currency field.
After a currency is selected, the current NBP exchange rate is inserted.
You can enter your own rate or retrieve a historical rate.
This creates a foreign-currency invoice.
Translating invoices into foreign languages
Invoices for foreign customers can be generated in many languages with one click. Choose one of the available languages when e-mailing or downloading the PDF.
Choose the translation when generating, printing or sending the PDF; a window opens in which you select the language.
User-entered content is not translated automatically. Enter product or service descriptions in the required language.
afaktury.pl offers a large selection of invoice languages.
The most popular variants are English, Polish-English, German and Polish-German.
Available languages also include Slovak, French, Dutch, Czech, Bulgarian, Italian, Spanish, Swedish, Lithuanian, Portuguese, Russian, Hindi, Belarusian, Ukrainian, Chinese, Croatian, Turkish, Latvian, Estonian, Norwegian, Greek, Afrikaans, Romanian, Slovenian, Japanese, Kazakh, Danish, Hungarian and Finnish, as well as bilingual variants.
Invoice annotations – what are they?
Invoices may include annotations identifying a special tax treatment, such as reverse charge, cash accounting, EU VAT, VAT margin or split payment. Select the appropriate annotation for the document.
Custom annotations are flexible and allow users with an active subscription to save information tailored to their needs.
How to e-mail an invoice from invoicing software
Every invoice can be sent by e-mail as a secure electronic invoice. It does not require traditional delivery or signatures and is accepted by accounting departments and tax authorities.
After saving the document, choose Send document and enter the recipient’s e-mail address. You can also select additional options such as:
- document type
- document language
Each invoice includes an editable default message. A custom message can also be saved in Settings > e-mail settings.
You can configure separate messages for acknowledgements, reminders and payment demands in the same place.
These messages can be sent directly from afaktury.pl using the bell in the Payment deadline column.
afaktury.pl does not limit the number of e-mails sent while the subscription is active.
The document list also shows the sending history, including date, time and recipient address.
The customer opens the received invoice as a PDF file.
PDF invoice – a simple invoice template
An issued invoice can be opened as a PDF, saved or printed.
Click Create PDF to open a window with the following choices:
- document type, number of copies, an additional WZ document or a duplicate
- document options, including QR code, currency information, statuses, GTU, payment history, due date and delivery method
- document language; the same document can be downloaded any number of times in different languages
- PDF invoice template, layout and colours, configured in Settings > document appearance
The invoice template can be changed to suit your needs and preferences.
A professional invoice appearance builds customer trust, so the PDF template deserves careful attention.
GTU on an invoice – invoicing software with GTU support
Some businesses must use GTU codes in the JPK file. They are optional on the invoice, but afaktury.pl provides a GTU column.
Display the additional column by clicking “show GTU”, then select the relevant code for the invoice.
GTU codes range from GTU 01 to GTU 013 and help accountants assign the correct product group in JPK.
How to generate a JPK Standard Audit File
The law provides for JPK VAT and JPK FA audit files. VAT invoicing software afaktury.pl supports both formats.
Start generating JPK by clicking Generate JPK in the document list.
Then choose the month, year, file type and tax-office code, and click “show documents”.
The final step is to download the JPK file.
Retrieving data from GUS and VIES
Buyer details can be entered manually or retrieved from the GUS and VIES databases.
GUS contains Polish company data, while VIES contains data on European entities.
Both databases are available in afaktury.pl.
How do you retrieve data from GUS and VIES?
Use the GUS or VIES button next to the buyer’s VAT ID; the customer details will be inserted automatically.
BDO and active VAT payer status
A BDO number is mandatory for specified businesses dealing with waste, regulated products or packaging.
Enter the BDO number in the dedicated Seller or Buyer field. A permanent BDO number can be saved in Settings.
The invoice may also state whether the customer is an active VAT payer.
When retrieving GUS data, select VAT payer to include the relevant information in the PDF invoice.
Sales procedure – free online invoicing software
When generating JPK, remember that certain goods must carry the procedure designation required by law.
In afaktury.pl, sales procedures are selected below the document number. Each abbreviation includes a description to help prevent errors.
Invoice archive
Invoices saved in afaktury.pl remain secure, searchable and editable, and can be repeatedly downloaded as PDFs or e-mailed to customers.
Saved invoices appear in the document list with payment, sending, correction and status information.
Saved invoices can be used to generate registers and JPK files.
An invoice register contains documents for a selected period in PDF, XLS or CSV format and can be supplied to an accounting office.
JPK VAT is submitted monthly and JPK FA on request. Generate either report from the document list.
Free invoicing software with unrestricted access
Online invoicing software is an important business tool. afaktury.pl simplifies compliance with changing tax rules, supports electronic reports and keeps all transaction documents together on any internet-connected device.
Its simple, intuitive interface saves time and effort.
Issue an invoice with the National e-Invoice System
Many businesses are concerned that mandatory use of the National e-Invoice System (KSeF) will add work when issuing and receiving structured invoices.
afaktury.pl users can already issue an invoice and send it directly to KSeF.
Integration with KSeF enables users to generate accounting documents that comply with current legal requirements.
The integration automatically transfers invoices from the software to KSeF, simplifying and accelerating invoice issuance. This improves convenience and compliance while reducing the risk of errors in financial documents.
You can focus on growing your business while integrated invoicing software handles electronic invoices and routine accounting duties.
How does invoicing software integrate with KSeF?
KSeF integration allows businesses to retain their existing online invoicing solution. Here is how it works:
Businesses using software such as afaktury.pl do not need to abandon their proven invoicing system after joining KSeF.
KSeF provides an API that connects directly to other invoicing and accounting solutions. Businesses can continue using their invoicing software while handling KSeF structured invoices through it.
This preserves existing functionality while adding easier electronic invoicing and legal compliance.
KSeF integration is ideal for businesses that want to retain accounting control without manually adapting to KSeF requirements.
What must you do to issue a structured invoice in afaktury.pl?
Follow the steps below to integrate the invoicing software with KSeF and issue a compliant structured invoice:
- Log in to the software - Log in to your e-invoicing account, or register if you do not yet have one.
- Verify access to KSeF - Make sure you have access to the National e-Invoice System by integrating it with the application. Sign in to the National e-Invoice System website (ksef.mf.gov.pl) with a trusted profile, open the side menu, select "Tokens" and generate a token. Then open afaktury.pl and go to "Settings" -> Open Company details or KSeF/JPK settings and paste the token generated in KSeF to integrate the systems.
- Find the invoice issue option - Point to “Issue document” and select “Invoice” from the list.
- Complete the invoice details - Enter the invoice number, dates, seller and buyer details, goods or services, quantity, net price, VAT rate and net, VAT and gross amounts. Verify that the data is correct.
- Select KSeF as the sending method - Select “Send to KSeF” as the invoice delivery method.
- Transfer data to KSeF - The software automatically transfers the invoice data to KSeF, ensuring compliance and facilitating delivery.
- Check the invoice - Verify all data and make sure the KSeF option is active before final submission.
- Send the invoice to KSeF - The e-invoicing software transfers the invoice to KSeF, which handles subsequent delivery stages.
These are the general steps for issuing an invoice through KSeF. Monitor legal changes and keep your electronic invoicing procedures up to date.
What does a PDF invoice look like?
