Automated KSeF integration for accounting firms serving multiple clients simultaneously. CRIDO offers a ready-made, fully automated solution designed specifically for accounting firms: Compass KSeF SFTP Service.

 

Mandatory KSeF requirements create challenges for accounting firms on a completely different scale than for a single organization. Managing sales and purchase invoices for dozens or even hundreds of entities simultaneously — while maintaining full data separation, supporting various document formats, and meeting the individual requirements of each client — quickly exceeds the capabilities of manual processes.

Compass KSeF SFTP Service by CRIDO supports accounting firms in their day-to-day operations

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Discover our solution

Compass KSeF is more than just software

  • The solution was designed by CRIDO advisors with many years of experience in KSeF projects for large organizations — based on real-life implementations rather than theoretical assumptions.
  • We understand the challenges faced by accounting firms: time pressure, the diversity of clients’ financial and accounting systems, and the need to maintain operational continuity throughout the implementation process.
  • The combination of proven file exchange technology, the substantive expertise of CRIDO specialists, and a high standard of implementation support forms the foundation on which we build long-term cooperation.

Compass KSeF SFTP – automate invoice exchange with KSeF

  • Compass KSeF SFTP Service is a flat-file exchange solution that fully automates the invoice workflow between accounting firm clients and the National e-Invoicing System (KSeF).
  • The system continuously monitors dedicated folders, validates XML documents (FA(3) schema), sends sales invoices to KSeF, retrieves purchase invoices, and delivers complete document packages to designated locations — all without employee involvement.

Why choose Compass KSeF SFTP

  • Compass KSeF was created as a response to the real challenges faced by firms handling multiple clients simultaneously — not as yet another interface for manually sending invoices.
  • One SFTP server, multiple folders for different entities, full data separation, and automated document flow create an architecture specifically designed for the scale at which accounting firms operate.
  • Our solution is already used by an accounting firm serving nearly 300 entities — without a proportional increase in workload.

Service variants

SFTP Standard – full invoice exchange automation

The basic package provides complete automation of invoice processing:

  • Monitoring client folders (out/) — periodic checks for new XML files
  • Validation of documents against the FA(3) schema before submission to KSeF
  • Submission of sales invoices to the KSeF Hub and status monitoring
  • Automatic retrieval of purchase invoices for designated VAT IDs (in/)
  • Generation of PDF visualizations with QR codes and KSeF numbers
  • Metadata in CSV or JSON format for every processed invoice

SFTP + Classification (new) – purchase invoice routing

An extension of the Standard package with an automated classification engine:

  • Everything included in the Standard package
  • Automatic routing of purchase invoices based on supplier VAT ID
  • Division by departments and cost centers of the accounting firm’s client
  • Classification by document type (including corrective invoices)
  • Filtering by amount thresholds (e.g. invoices above PLN 10,000 routed to a separate folder)
  • Delivery to designated folders or mailboxes without operator intervention

SFTP + Excel Reports (new) – client-specific reporting

An extension of the Standard package with recurring invoice reports:

  • Everything included in the Standard package
  • Excel reports generated according to each client’s individual template
  • Sales and purchase invoice reports combined in a single file
  • Data aggregation for selected periods: daily / weekly / monthly
  • Automatic delivery via email or server — without employee involvement

How Compass KSeF SFTP works – technical details

The solution does not require API integrations, webhooks, or modifications to the IT systems of either the accounting firm or its clients. It is based on the SFTP protocol and XML file exchange, ensuring compatibility with virtually any environment.

Sales invoice processing flow

  1. The accounting firm’s client places an XML file ({identifier}.xml) in the out/ folder
  2. The system validates the document against the FA(3) schema
  3. The invoice is sent to the KSeF Hub → the file is moved to out/sent/
  4. The system monitors the status — after KSeF acceptance:

`out/accepted/` — XML file + PDF visualization + CSV/JSON metadata

1. In case of validation errors → out/rejected/ with an error description file

2. In case of technical errors → out/failed/ with a diagnostic file

 

Directory structure — one standard for all accounting firm clients

„`
/folder\_name/{client}/
├── in/ ← purchase invoices retrieved from KSeF (XML + PDF)
└── out/
├── [file.xml] ← invoices to be sent
├── sent/ ← sent, awaiting KSeF status
├── accepted/ ← approved (XML + PDF + CSV/JSON)
├── rejected/ ← rejected — validation error
└── failed/ ← technical transmission error
„`

Additional technical capabilities

  • Handling KSeF downtime — intelligent invoice queuing and buffering without manual intervention
  • Data encryption and monitoring of sessions and KSeF API limits
  • Full compliance with KSeF requirements and the FA(3) schema
  • Automatic querying of KSeF for new purchase invoices for designated VAT IDs
  • JSON or CSV metadata for every invoice — ready for import into BI or ERP systems

How can we help?

We provide a comprehensive implementation service that includes:

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Benefits of implementing Compass KSeF SFTP

Process optimization

  • Full automation of invoice sending and retrieval without manual intervention
  • One SFTP server supports any number of entities — without infrastructure expansion
  • Management of all accounting firm clients within one consistent directory structure
  • Recurring delivery of reports and documents to clients without employee involvement

Data quality and compliance

  • Automatic validation of every invoice against the FA(3) schema before submission to KSeF
  • Full audit trail — status history of every invoice in CSV/JSON files
  • Immediate feedback on validation errors with detailed rejection reasons
  • Compliance with KSeF requirements, data encryption, and API limit monitoring

Risk reduction

  • Elimination of risks related to manual invoice processing
  • Handling of KSeF downtime — invoice buffering without delays in fulfilling client obligations
  • Full data separation between serviced entities
  • Scalability — the solution grows together with the accounting firm without risking process overload

How much does Compass KSeF SFTP cost?

Prices for the basic version of the service start from as little as PLN 2,500 per month. The offer is available in several packages tailored to the invoice volumes handled by the accounting firm. We will prepare a detailed quotation after a short assessment of your needs.

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