KSeF in an accounting firm: many clients' invoices with no mix-ups
The system collects invoices from KSeF, Poland's national e-invoicing system, for each client separately, tracks what has been collected and sets exceptions aside. The accountant reviews only what needs a decision.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does KSeF automation for an accounting firm cost, and when does it pay back?
Short answer
KSeF automation for an accounting firm costs from €3,000 net. In our scenario it pays back in 1 month. Today, collecting and reviewing 6,000 client invoices from KSeF, Poland's national e-invoicing system, by hand costs €3,490 a month. With the system, the same work costs €548. The accountant decides on exceptions. The system makes sure the queue never mixes up clients. The test on your process is free.
Statistics
Accounting firms and KSeF statistics 2026
91.5%
According to wFirma and SKwP (2026), 91.5% of Polish accounting firms had to change how they organise their work after KSeF arrived.
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 collecting and reviewing 6,000 client invoices by hand
Today€3,490
With the system€548
Payback: 1 mo.
In your company
Firm of 2 to 5 people
2,000 invoices · €1,163 a month
3.1 mo. payback
Firm of 6 to 10 people
6,000 invoices · €3,490 a month
1 mo. payback
Firm of more than 10 people
15,000 invoices · €8,725 a month
0.4 mo. payback
The team gets back about 85 hours of work a month, or 11 working days, and the company €35,304 a year. We count after the time a person spends checking and after the model cost.
6,000 × 1 min = 100 h × €34.90 = €3,490 a month. With the system, a person checks the output in 15% of the old time (€524) and the model costs €24. That leaves €548. The saving is €2,942 a month, so €3,000 pays back in 1 month.
Assumptions: 1 minute per invoice collected and reviewed for a client 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.
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.
Our invoice coding system proposes the account and cost centre with its basis and holds an invoice with a gap, giving the reason. In an accounting firm it does this for each client separately. 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.”
Collecting invoices from KSeF for each client separately
Collection status and gaps for each client
Catching duplicates from email and PDF
A queue of exceptions for the accountants
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 a KSeF queue for an accounting firm 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 download in our software be enough?
If the software collects invoices for all clients and catches duplicates, it is enough. The system makes sense when you track permissions, email duplicates and gaps by hand.
When does it not pay off?
Below 510 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 permissions to clients' KSeF accounts?
The firm works with the permissions clients have granted, as it does today. Before we quote, we check which permissions you have and what the system needs.
What do we need to prepare?
A list of clients with their tax numbers, KSeF tokens or certificates for a few of them for the test, and examples of email duplicates from recent months.
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
