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How much does KSeF automation cost a company?

Short answer

Receiving invoices from KSeF, Poland's national e-invoicing system, can cost nothing: the Ministry of Finance offers the free KSeF 2.0 Taxpayer Application. You pay for the work after receipt: the description, assignment to a project, coding and clearing up gaps. At Syntalith, automating this work costs from €3,000 net. At 1,000 cost invoices a month it pays back in 2 months.

How we workDetails ↓

  1. 01Call30 minutes with an engineer, free
  2. 02PrototypeA working system on your process and data, free
  3. 03ImplementationTarget and fixed price in the contract; 50% at signing
  4. 04Acceptance50% once the agreed target is met
net for the automation of one process, paid once
from €3,000
from signing the contract to acceptance
2–6 weeks
free prototype on your cases
€0
Book a free process review (30 min)

We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓

Author: Syntalith · 3 min read

Example: the morning request inbox
Agent · ready

Statistics

KSeF in Polish companies: statistics 2026

2 mo.

payback of a €3,000 automation at 1,000 invoices a month: €1,745 by hand, €266 with checking and the model. Scenario.

Figures checked: 22 October 2026

What you do not pay for twice

Poland's Ministry of Finance offers the free KSeF 2.0 Taxpayer Application. It lets you issue, receive and view invoices, manage permissions and download the UPO confirmation. For a company that is happy working this way, a separate connection may be unnecessary. If you use software with an integration, ask its provider to demonstrate the flow and the licence terms.

What to buy, and what not

  • Receiving and viewing invoices

    the KSeF 2.0 Taxpayer Application

    €0

  • Invoices go into the accounting software

    the software maker's module or integration

    the maker's price

  • After receipt someone looks for the order and describes the invoice

    automating the work after receipt

    from €3,000

  • The process after receipt is clear and fixed

    rules in the software

    €0

According to Poland's Ministry of Finance (2026), all companies in Poland have received invoices through KSeF since 1 February 2026. In its first two months the system took in over 87 million invoices. So receipt is solved. The time goes on what happens to the invoice afterwards.

The invoice is downloaded, but still waits for a description

The software received an invoice for materials. The accountant has to work out which project the purchase belongs to. The project number is in the order, and the delivery confirmation in the manager's email. Downloading the invoice again does not solve this problem.

What automation can do after receipt
  1. 01LinkingLinks the invoice to the order and the delivery confirmation.
  2. 02ProposalProposes a project, a description or coding and shows the source.
  3. 03GapsAsks the right person when the project number is not in the documents.
  4. 04ApprovalThe accountant accepts or corrects the proposal.
  5. 05HistoryRecords who approved it and on what basis.

If the project number is clear and always in a fixed field, an ordinary rule in the software is enough.

What KSeF automation costs and when it pays back

Scenario: 1,000 cost invoices a month after KSeF
Today
1,000 invoices × 3 min = 50 h (€1,745)
With the system, a person checks the output in 15% of the time
€262
Model, 1 call per case, Claude Sonnet 5.5
€4.03
Cost of one case
€1.75 today, €0.27 with the system
Saving
€1,479 a month

Payback of €3,000

2 months

The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: we measured a cost of $0.004514 per invoice in our invoice coding system, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.

Split the budget by the work

ItemQuestion for the proposal
Current software and moduleWhat does the licence cover, and what is paid extra?
ConfigurationWho will set up access and check the flow?
A new connectionWhich systems and directions of exchange does the scope cover?
Reviewing a documentWhere will the accountant see the source and correct the proposal?
ExceptionsWho will clear up a gap, a correction or an unconfirmed entry?
After launchHow are maintenance, use of services and software changes priced?

Compare proposals for the same kind of invoices and the same period. Do not enter the cost of your own team preparing data as zero just because it is not on the supplier's invoice.

Time is also saved on questions. According to Poland's Ministry of Finance (2026), the National Revenue Information service answered over 70,000 emails about KSeF from January to the end of March 2026. Automation that shows the source of a proposal cuts such questions inside the company, because the accountant sees where the description came from.

A test before the rollout

The Ministry of Finance offers test and pre-production environments, and an invoice sent in production enters legal circulation. Run trials under the rules of the right environment.

Cases for acceptance
  • The same invoice through the integration and as a file in an email
  • A correction to an invoice already described
  • A broken connection after a write, and a retry
  • An invoice with no order number
  • An invoice from a new supplier outside the master data

A similar amount and supplier name are not enough to recognise a duplicate. Both inputs have to be recognised by agreed identifiers. The scope of such work is described on the KSeF automation page.

Worked example · Scenario

How we count the payback: cost invoices after KSeF

We run the same count for your number of invoices in the free analysis.

€1,745

a month for coding 1,000 cost invoices by hand

Payback: 2 mo.

3 minutes per invoice and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. We measured the model cost of €0.004 per invoice in our invoice coding system, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.

See the full calculation →

This is how we implement it in companies

All case studies →

Client results.

All projects →
foap.comcustomer service

foap.com customer service: 95% of replies are sent automatically.

Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.

the system sends the answers itself, without human typing
95%
time from the arrival of the e-mail to the ready response (median)
30 s
e-mails that require a response receive a ready-made draft
100%
less work for every 1000 answers (estimate)
47 h

Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.

How foap.com customer service works →
Sample messages. Money matters always come to the person.

Other implementations

jaktako.design

studio projektowe

−87%

Time to look for new customers, every day

4 hours → 30 min

approx. 73 hours less per month (21 days of work)

according to the studio

How the agent loop works →
Signature Estates

real estate

approx. −90%

Operator time spent browsing portals, per day

2–3 hours → 20 min

approx. 45 hours less per month (21 days of work)

respect · contact the seller 5 minutes after the announcement

How the agent finds property listings →
Kuba Koziej, CEO and co-founder of MoreGrowth and board member at Natu.Care

Kuba Koziej

CEO and co-founder, MoreGrowth

„We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”

View the original training review on LinkedIn ↗

This process can go on its own. You will check this on your cases before you pay.Book a free process review (30 min) →

How we build automation and agents

From a conversation to a working system in four steps.

  1. 01 · 30 min

    Free process review

    €0

    You're talking to an engineer. You receive the written plan within 2 business days.

  2. 02 · 5 days

    Free prototype

    €0

    The system works on 20-100 cases that your team has already handled. You see every result.

  3. 03 · 2–16 weeks

    Build

    50%

    Fixed price and goal written in the contract. First installment upon signing.

  4. 04 · after reaching the goal

    Reception

    50%

    You pay the second installment when the system reaches its target on your cases.

How a free prototype is created

Mon.

We set a goal

What result do you consider good?

Tue–Wed

The system is working

It goes through your affairs, one by one.

Thu

We compare

We check every difference with the team's work.

Fri

Result and price

List of errors and fixed implementation price.

You choose the matters. We anonymize them upon request, they stay in the EU and we delete them after the test.

On the market, such a test usually costs from PLN 3,000 to PLN 8,000.

Book a free process review (30 min)

We establish a prototype during a free analysis.

Data checked on October 21, 2026.

„Is my data safe?”

Yes. You choose where they go: from your company account to the model on your server.

  1. 00Employee's private account

    Customer and company data ends up in an account that the company cannot see or control. There is no data processing agreement, so it is a violation of the GDPR. When an employee leaves, the chat history goes with them.

  2. 01ChatGPT or Claude corporate account

    The provider does not use your data to train models. A copy of the queries remains in his logs for up to 30 days.

  3. 02API with zero retention (ZDR)

    The provider processes the request and does not save anything. It requires his consent, we prepare the application together.

  4. 03Processing in the EU

    Queries are counted and stored in Europe: OpenAI in the EU region, Claude via clouds with the EU region.

  5. 04Model at your place

    The open model runs on your server or in your cloud in the EU. The data does not go outside the company.

What we do with every implementation

  • Confidentiality agreement and data processing agreement before we receive any data.
  • You choose the cases for the prototype and we anonymize them upon request.
  • The data stays in the EU and we delete it after the test.
  • Corporate accounts with an administrator on your side.

When data cannot leave the company

The open model runs on your server or in your cloud in the EU. To choose from:

White-tailed eagle
Polish model, SpeakLeash and ACK Cyfronet AGH
PLLUM
Polish model, HIVE consortium commissioned by the Ministry of Digitization
Qwen
Alibaba
GLM
Zhipu AI
DeepSeek
DeepSeek

We select a model for the task and check it on your cases. We run it, tune it and maintain it.

Source: Bielik and PLLuM, ACK Cyfronet AGH ↗ · PLLuM, Ministry of Digitization ↗

Do you have a lot of your own data? We will fine-tune the small model.

  1. 1 Your examples
  2. 2 tuning
  3. 3 test on new cases
  4. 4 model at your place

When you have thousands of similar emails, documents or reports, we teach a small open model based on your examples. It works for you, responds quickly and costs less to maintain than a large model. We measure quality on issues that the model has not seen while learning.

Przemysław and Piotr did it in large programming and consulting companies. Artem did it before and does it today at Syntalith. It's about models on your own infrastructure, tuning and quality measurement.

Private AI models →

Source: OpenAI, training on data from private accounts ↗ · OpenAI, who sees conversations ↗ · Anthropic, changes for private accounts (August 2025) ↗ · OpenAI, data in API ↗ · AWS Bedrock, EU profile ↗

You choose the protection level during the interview. We sign the data processing agreement before we see any data.Schedule a free analysis →

AI automations

This process can go on its own. You will check this on your cases before you pay.

The system takes over repetitive work from emails, documents and spreadsheets, and hands over uncertain matters to a human. A prototype for 20-100 cases that your team has already handled costs €0. You pay the other half of the price when the system reaches your goal.

See AI automations →
net for the automation of one process, paid once
from €3,000
from signing the contract to acceptance
2–6 weeks
free prototype on your cases
€0
Book a free process review (30 min)

or call+48 888 78 48 78WhatsAppMon–Fri 9:00–17:00 CET

Questions

  • How much does KSeF automation cost?

    Receiving invoices in the free KSeF 2.0 Taxpayer Application costs nothing. Automating the work after receipt, for example describing and coding cost invoices, costs from €3,000 net at Syntalith. At 1,000 invoices a month it pays back in 2 months.

  • Do I have to buy an extra KSeF integration?

    Not always. The Ministry's application lets you issue, receive and view invoices, manage permissions and download the UPO confirmation. If your software has an integration, ask its provider to demonstrate the current flow and the licence terms.

  • What does automation do after an invoice arrives from KSeF?

    It links the invoice to the order and the delivery confirmation, proposes a description, a project or coding, shows the source of the proposal and passes gaps to the right person. The accountant approves the result.

  • How do I test KSeF automation?

    In the Ministry of Finance's test or pre-production environment. An invoice sent in the production environment enters legal circulation, so you run trials under the rules of the right environment.

Let's talk

Just write, call or choose a date.

We work fast because we hate corporate cotton wool. We don't have salespeople or managers to keep an eye on managers. You talk immediately to engineers who then build your system. We respect each other's time and yours too.

We will accept 3 more companies by the end of the year.

Write
contact@syntalith.ai
Call
+48 888 78 48 78
WhatsApp
write on WhatsApp

Mon–Fri 9:00–17:00 CET

What our OpenAI and Anthropic partnerships mean for you.

OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.

OpenAI Select PartnerClaude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.

Participation in programs does not mean that OpenAI or Anthropic endorses our services.