Receiving Invoices from KSeF into Teamogy

Under the mandatory KSeF regime, supplier invoices are delivered and recorded through the government system in a structured format. Invoices are therefore no longer created as email PDF attachments but as standardized data available directly in KSeF.

Teamogy enables these invoices to be automatically received, validated, and processed directly within the system—before they are posted to accounting.


In the following chapters, we will explain:

  1. Why it makes sense to receive invoices from KSeF directly into Teamogy
  2. How to set up the receipt of invoices from KSeF into Teamogy
  3. How the processing of received KSeF invoices is designed in Teamogy
1) Why Receive Invoices from KSeF Directly into Teamogy?
  • Teamogy enables automatic receipt and registration of invoices from KSeF without the need for manual work.
  • The system checks for duplicates and flags fraudulent invoices (supplier and bank account verification).
  • Costs can be easily allocated to projects and overhead budgets, keeping project and company profitability under control.
  • Invoices go through internal approval before being transferred to accounting.
  • Accounting therefore receives already verified and prepared data, including cost allocations, project and overhead assignments, and other information required for proper posting and reporting.
    2) Communication Setup

    To enable receiving invoices from KSeF into Teamogy, it is first necessary to configure the communication between Teamogy and KSeF. See the manual: To see more details click here.

    3) Validation and Processing of Invoices After Import from KSeF into Teamogy

    Teamogy automatically checks at regular intervals (by default every hour) whether a new received invoice has appeared in KSeF. The user does not need to perform any manual action.

    STEP 1 – Creating the Invoice in Teamogy

    Once a new received invoice is detected in KSeF, Teamogy automatically downloads it and initiates the processing workflow. After the download from KSeF, the invoice is automatically created in Teamogy as a new supplier invoice.

    STEP 2 – Duplicate Check

    Teamogy verifies whether the same invoice has already been processed in the system. The check is performed based on the supplier’s identification number and the invoice number.

    STEP 3 – Supplier Data Consistency Check

    When an invoice is automatically created from KSeF, Teamogy compares the supplier data from the invoice with the data recorded in the Teamogy address book. The system highlights any discrepancies that may indicate data errors or potential risks.

    What Is Checked:
    1) Company Name (Name Consistency Check)

    The company name stated on the invoice from KSeF is compared with the company name stored in Teamogy.

    How the Check Is Performed

    • Names are first “cleaned” (diacritics, spaces, and special characters are removed).

    • The comparison is case-insensitive.

    • The objective is to detect real differences, not cosmetic variations in spelling.

    Purpose of the Check:
    To prevent situations where an invoice is received from a different entity than the one recorded in the address book, or where the supplier is registered under an incorrect name.

    2) Registration Details – VAT ID

    The VAT ID stated on the invoice from KSeF is compared with the VAT ID recorded for the supplier in Teamogy.

    How the Check Is Performed:

    • Spaces and formatting characters are removed.

    • The country prefix (e.g., “PL”) is removed.

    • Only the numeric values themselves are compared.

    Purpose of the Check:
    To verify that the invoice truly belongs to the correct legal entity and that no supplier mix-up has occurred.

    3) Bank Account – Account Number / IBAN

    The bank account stated on the invoice from KSeF is compared with the bank account stored for the supplier in Teamogy.

    How the Check Is Performed:

    • For account numbers, spaces and non-numeric characters are removed.

    • The comparison is performed on the account number itself.

    • For IBAN, the entire IBAN string is compared.

    Purpose of the Check:
    To flag changes in bank account details, which may be legitimate but also represent one of the most common risks in invoice fraud.

    If Teamogy detects a discrepancy in any of the controlled data:

    • The invoice is not automatically rejected.

    • The system visibly highlights the discrepancy.

    • The final decision is always up to the user (verification, data correction, or invoice rejection).

    4) Line Item Editing and Project Allocation

    The invoice is automatically created in Teamogy with line items in the form in which they were received from KSeF. Individual items can be further adjusted to reflect the actual cost structure within the company.

    Each line item can be:

    • Assigned to a specific project or internal overhead.

    • Supplemented with a cost category, thereby preparing it for pre-accounting allocation.

    This prepares the invoice for internal approval as well as subsequent posting.

    5) Invoice Attachments

    Teamogy stores all available supporting documents related to the received invoice in one place. The foundation is always the structured XML file downloaded from KSeF, which serves as the official and authoritative data source.

    If additional attachments are included with the invoice in KSeF (e.g., a PDF invoice or other documents uploaded by the supplier), Teamogy automatically downloads and stores these attachments with the invoice.

    It is also possible to add further internal or related documents to the invoice, such as purchase orders, contracts, delivery confirmations, etc.

    As a result, approvers, finance teams, and management have complete invoice documentation available directly in Teamogy – without the need to search for data in the accounting system, emails, or external storage.

    6) Invoice Approval and Preparation for Posting

    After creation and validation, the invoice goes through the standard internal approval workflow in Teamogy. At this stage, the following is confirmed:

    • The legitimacy of the cost and the correctness of the amount.

    • The link to a purchase order or expected cost (if applicable).

    • The correct allocation to a project or overhead.

    The invoice is then fully prepared for posting—approved and data-ready, including pre-accounting allocations—significantly reducing the risk of errors and duplicates during accounting.

    Get in Touch

    If you have problem or need further assistance, do not hesitate contact Teamogy Support. Use online chat (inside Teamogy or everywhere on www.Teamogy.com in the lower right corner) and you will get prompt reply.

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