KSeF in wholesale: an invoice that matches the goods receipt
The system compares an invoice from KSeF, Poland's national e-invoicing system, with the order and the goods receipt, even across different units. A named person approves differences.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does KSeF automation for a wholesaler cost, and when does it pay back?
Short answer
KSeF automation for a wholesaler costs from €3,000 net. In our scenario it pays back in 2.3 months. Today, comparing 900 invoices from KSeF, Poland's national e-invoicing system, with goods receipts by hand costs €1,571 a month. With the system, the same work costs €239. A named person approves differences. The system converts units and compares the lines. 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.
What comparing invoices with goods receipts costs you today
€1,571
a month for comparing 900 invoices with goods receipts by hand
Today€1,571
With the system€239
Payback: 2.3 mo.
In your company
Small wholesaler
500 invoices · €873 a month
4.1 mo. payback
Mid-sized wholesaler
900 invoices · €1,571 a month
2.3 mo. payback
Large wholesaler
2,500 invoices · €4,363 a month
0.8 mo. payback
The team gets back about 38 hours of work a month, or 5 working days, and the company €15,984 a year. We count after the time a person spends checking and after the model cost.
900 × 3 min = 45 h × €34.90 = €1,571 a month. With the system, a person checks the output in 15% of the old time (€236) and the model costs €3.67. That leaves €239. The saving is €1,332 a month, so €3,000 pays back in 2.3 months.
Assumptions: 3 minutes per invoice compared with a goods receipt 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 separately checks that the invoice matches the order and the delivery confirmation and holds it when there is a blocking difference. In wholesale the confirmation is the goods receipt. 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 comparison with the order and the goods receipt, with unit conversion
A list of differences to clear up
An export to your warehouse 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 invoice checks in wholesale 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 rules in our warehouse software be enough?
For regular suppliers with a correct conversion factor in the product file, rules are usually enough. The system makes sense for new items, packaging changes and partial deliveries.
When does it not pay off?
Below 170 invoices a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the purchasing department, from €1,150 net.
What do we test acceptance on?
On the hard lines: a unit change, a partial delivery, a new item. We set the accuracy threshold on the first day of the test.
What do we need to prepare?
Access to KSeF, an export of goods receipts from the warehouse and 20 to 100 invoices from recent months, including ones with differences.
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.
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