The system collects the invoice from KSeF, Poland's national e-invoicing system, attaches the order and the cost description and marks the gaps. The accountant approves a complete case.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does KSeF invoice automation cost, and when does it pay back?
Short answer
KSeF invoice automation costs from €3,000 net. In our scenario it pays back in 2.5 months. Today, checking 600 invoices from KSeF, Poland's national e-invoicing system, by hand costs €1,396 a month. With the system, the same work costs €212. The decision on each invoice stays with the accountant. The system gathers the order, the description and the gaps before anyone opens it. The test on your process is free.
Statistics
KSeF statistics 2026
1 February 2026
According to Poland's Ministry of Finance (2026), every company in Poland has received its invoices through KSeF since 1 February 2026.
According to Poland's Ministry of Finance (2026), the National Tax Information service answered over 70,000 emails about KSeF from January to the end of March 2026.
a month for checking 600 invoices from KSeF by hand
Today€1,396
With the system€212
Payback: 2.5 mo.
In your company
Small company
400 invoices · €931 a month
3.8 mo. payback
Mid-sized company
600 invoices · €1,396 a month
2.5 mo. payback
Large finance department
1,500 invoices · €3,490 a month
1 mo. payback
The team gets back about 34 hours of work a month, or 4 working days, and the company €14,208 a year. We count after the time a person spends checking and after the model cost.
600 × 4 min = 40 h × €34.90 = €1,396 a month. With the system, a person checks the output in 15% of the old time (€209) and the model costs €2.52. That leaves €212. The saving is €1,184 a month, so €3,000 pays back in 2.5 months.
Assumptions: 4 minutes per invoice (a check against the order and the cost description) 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.
What happens to an invoice after it is collected from KSeF
Today
Someone downloads invoices from KSeF or waits for the import
Team
Looks for the order and the person who placed it
Team
Asks by email whether the delivery was complete
Team
Describes the cost and passes it on
Team
The invoice waits in the inbox for a decision
Team
With the system
Collects new invoices from KSeF
System
Attaches the order and suggests a cost description
AI
A partial delivery? Marks the gap and writes a question
AI
The accountant approves or returns the case
Person
The complete case goes into your software
System
What stays with people: The decision on each invoice stays with the accountant. The system gathers the order, the description and the gaps before anyone opens it.
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%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
It proposes the account and cost centre from the invoice and the supplier's history, separately checks the order and the delivery confirmation, and holds an incomplete invoice with the reason. The whole test run of 12 invoices cost €0.05 of model work. Demonstrator on synthetic data.
“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.”
A queue of invoices with gaps and questions for the person who ordered
An export or integration with your software
What happens to your data
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider. With several departments or companies, the engineer suggests a Process Audit from €600 net: a map of the flow and a fixed quote. We deduct the audit fee from a build signed within 3 months.
Questions
How much does automating the KSeF invoice flow cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own invoices.
Would the KSeF import in our software be enough?
The import collects the invoice. It does not check whether the delivery was complete, who ordered it and how to describe the cost. If your software already does that by your rules, it is enough, and we will tell you so in the review.
When does it not pay off?
Below 130 invoices a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net.
What about an invoice for a partial delivery?
The system compares the quantities with the order and the goods receipt. When they do not match, the invoice waits with a description of the difference and a ready question to the supplier or the person who ordered.
What do we need to prepare?
Access to KSeF through a token or a certificate, 20 to 100 invoices from recent months with their orders and the person who approves costs today.
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.
Claude 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.
customer service
