Invoices - issue an invoice using the store.

Invoice configuration

1. Select The store issues VAT invoices,
2. Select The store issues proforma invoices,
3. Select Invoices are issued in the currency selected by the store customer,
4. Select Show product code on invoice,
5. Enter the Invoice header,
6. Enter the Place of issue (city),
7. Enter the Date field description,
8. Enter the Seller details:
   • Company name,
   • First and last name,
   • Address,
   • Address continuation,
   • Province / state,
   • Postal code,
   • City,
   • Country,
   • Tax ID / EU VAT,
9. Set VAT invoice numbering,
10. Set Proforma invoice numbering,
11. Select the Maximum payment waiting time,
12. Enter the Additional description
13. Enter the Signature of the person authorized to issue VAT invoices,
14. Click the Save button.

Issuing invoices

Issuing a proforma invoice

Select Proforma invoices

1. Edit the invoice,
2. Click the Issue invoice button.

Downloading a proforma invoice

Select Proforma invoices

1. Edit the invoice,
2. Click the Download button.

Editing a proforma invoice

Select Proforma invoices

1. Edit the invoice,
2. Click the Edit mode button,
3. Check / enter the data,
4. Click the Add item button to add a new product,
5. Select the Payment type,
6. Select the Maximum payment waiting time,
7. Click the Save button.

Issuing a VAT invoice

Select Invoices to be issued

1. Edit the invoice,
2. Click the Issue invoice button.

Downloading a VAT invoice

Select Invoices to be issued

1. Edit the invoice,
2. Click the Download button.

Editing a VAT invoice

Select Invoices to be issued

1. Edit the invoice,
2. Click the Edit mode button,
3. Check / enter the data,
4. Click the Add item button to add a new product,
5. Select the Payment type,
6. Select the Maximum payment waiting time,
7. Click the Save button.

Invoice records

Select Issued invoices

Managing invoices from the order level

1. Edit the order,
2. Show | Download | Update Proforma invoice
3. Click Issue to issue a VAT invoice.
4. After issuing the invoice:

   Show | Download | Update Invoice

   

See the Orders documentation.

Adding invoices to the order status

In the administration panel, go to Applications → Orders

Select Statuses

1. Edit the order status,
2. Select Attach link to proforma invoice,

   A link to the proforma invoice will be attached to the email notification.

3. Select Attach link to invoice,

   A link to the invoice will be attached to the email notification.

4. Click the Save button.

See the Order statuses documentation.

Downloading a proforma invoice after placing an order

1. Place an order,
2. Click the Proforma PDF button.

Downloading a VAT invoice from the customer account

1. Log in to the store,
2. Click the Orders tab,
3. Edit the order,
4. Download the invoice.

KSeF integration

Integration available only in the PRO or VIP version.

KSeF integration requires PHP version 7.4 or higher and the sodium and openssl extensions installed.

The system allows integration with the National e-Invoice System (KSeF), which makes it possible to send invoices and retrieve their status directly from the administration panel.

KSeF configuration

Go to Applications → Invoices → Configuration

Integration settings

1. Select Enable KSeF integration,
2. Enter KSeF Tax ID – the company Tax ID (without spaces or special characters),
3. Enter KSeF Token – the token generated in the KSeF system,
4. Click the Save button.

After saving the configuration, the following will appear:

• Connection status: OK – this means the configuration is correct.

Important:

• The token is required for communication with KSeF,
• The token should be stored in a safe place.

Read more about KSeF tokens.

Sending an invoice to KSeF (invoice view)

After issuing an invoice, you can send it to KSeF directly from its preview.

How to send an invoice:

1. Open the invoice (Preview),
2. Go to the KSeF section,
3. Click the Send to KSeF button.

After sending

After successful submission, you will see:

• Status: Accepted in KSeF,
• KSeF number,
• Acceptance date,
• Download UPO button.

Sending invoices from the list

You can also send invoices without opening their preview.

How to send from the list:

1. Go to:

Invoices → Issued invoices

2. Select the chosen invoices

3. Select the action:

• Send to KSeF

The system will send all selected invoices.

KSeF statuses

The following statuses are available in the system:

• Not sent to KSeF – the invoice has not been sent yet
• Sending in progress – processing is ongoing
• Accepted in KSeF – the invoice has been successfully registered
• Error – a problem occurred during sending

UPO – Official Submission Receipt

After the invoice is accepted by KSeF, you can download:

• UPO (Official Submission Receipt)

This is the official document confirming the invoice registration in KSeF.

Generating a KSeF token

A KSeF token must be generated directly in the KSeF system (Ministry of Finance).

https://ksef.podatki.gov.pl/

Requirements

To generate a token:

• a qualified signature or Trusted Profile is required
• the user must have access to KSeF for the given Tax ID

What the token is used for

The KSeF token:

• enables communication with the KSeF API
• identifies your company (by Tax ID)
• contains assigned permissions
• is confidential (it should not be shared)

Token permissions (very important)

The token must have the appropriate permissions to issue invoices, otherwise:

• the invoice will not be accepted by KSeF
• an error will appear during sending

In practice, when generating the token in KSeF, you should select:

• issuing invoices (InvoiceWrite)
• viewing invoices (InvoiceRead)
• viewing permissions (CredentialsRead)

Generating a token

Technical information: a token is created with a specific set of permissions and they cannot be changed later – you need to generate a new token

Example of a KSeF token

A real KSeF token is a long string of characters, for example:

20260226-EC-222FDD6000-50474D7FD8-D2|nip-6476884578|84baad85a89e4f91937712d1739918f3e9d219d5f8514c429e021b8f555fc2c5