Customer Invoice Portal – a new tool supporting document workflow in the era of the National e-Invoicing System (KSeF) in Poland

Efficient document workflow now has a direct impact on how a company organises its work, how smoothly accounting processes are completed on time, and how effectively teams collaborate. As changes related to the National e-Invoicing System (KSeF) continue to reshape business processes in Poland, tools that not only enable document transfer but also organise the entire document handling process are becoming increasingly important.

This is precisely why Customer Invoice Portal has been launched – a solution developed by getsix®, designed to support the submission, review, approval, and monitoring of documents within one environment. The new version of the portal has been developed to provide greater process transparency, a more convenient user experience and better organisation of day-to-day document handling.

What is Customer Invoice Portal?

Customer Invoice Portal is an application developed by getsix®, designed to support the handling of accounting documents and ensure a well-structured document workflow. The portal allows users to upload documents manually, preview submitted files and track their status. In the Standard package, it also enables approval of selected documents before posting, adding notes and completing accounting data. The system supports files in PDF, JPG, PNG, TIFF and XML formats.

The solution has been designed to reduce information fragmentation and make it easier to work with documents in one place. Instead of sending documents through different channels and providing explanations separately, users can manage a document in an environment where its status, key information and additional notes required for further processing are all visible.

How does the portal work in practice?

Documents can enter Customer Invoice Portal in two ways. The first is manual upload by the user. The second is automatic retrieval of invoices from KSeF, available in the Standard package. This means the portal can meet the needs of companies looking for both a simple way to submit documents and a higher level of process automation.

Once submitted, the document moves on for further processing. Depending on the document type and the selected scope of functions, it may be routed for approval or forwarded directly for accounting processing. The portal also allows users to track a document’s status at each stage, increasing process transparency and improving control over document workflow.

Key features of Customer Invoice Portal

The new version of the portal supports day-to-day document handling in a more organised and user-friendly way. Its key features include:

• manual document upload,
• automatic import of invoices from KSeF,
• preview of documents and their statuses,
• document approval before posting,
• the ability to add notes to documents,
• completion of accounting data,
• management of user roles and permissions,
• downloading documents and better control over document flow.

In practice, this means the portal is not limited to file submission alone. It is designed to support the entire document workflow – from adding a document, through verification and approval, to further accounting handling.

Free and Standard packages – two ways to use Customer Invoice Portal

As part of cooperation with getsix®, Customer Invoice Portal is available in two variants: Free and Standard. They differ in terms of functionality and the level of document process automation.

The Free package is intended for entities that submit documents manually and includes the core functions related to adding and previewing documents. In this variant, users can manually upload documents, including KSeF documents as well as documents that do not fall under KSeF. Users also have access to a preview of submitted files and can add a note when uploading a document.

The Standard package offers a broader range of functions and has been developed for greater automation and better organisation of document workflow. In this variant, users have access to automatic import of invoices from KSeF, document approval before posting, extended completion of accounting data, user roles and permissions, document preview and download, as well as the option to add notes.

In practice, the main difference between the packages comes down to the level of automation and process control. The Free package supports basic document submission, while the Standard package allows companies to manage document workflow, approval and further handling more effectively.

Benefits of Customer Invoice Portal for companies

The launch of Customer Invoice Portal means, above all, a more structured model for working with documents. The main benefits include:

• greater process transparency – the user can see which stage the document is currently at,
• less manual work – some documents can be retrieved automatically,
• easier communication – notes and additional information are assigned directly to the document,
• better control over document workflow – roles, responsibilities and approvals can be structured more clearly,
• more convenient handling of different document types – both those connected with KSeF and those outside the system,
• a more consistent working environment – fewer fragmented activities and greater predictability of the process.

This practical dimension of the portal is what matters most. Customer Invoice Portal helps companies not only adapt to new realities, but above all organise their day-to-day document work more effectively.

Customer Invoice Portal and the National e-Invoicing System (KSeF) in Poland

KSeF is an important part of the changing landscape in document workflow in Poland, which is why Customer Invoice Portal also supports structured invoices. In its extended scope, the solution enables integration with KSeF and automatic retrieval of invoices into the portal. This reduces the number of manual activities and supports a more organised model for further document handling.

At the same time, the portal is not limited only to KSeF documents. It also covers documents that are not subject to this system, allowing companies to work within one consistent environment. This is important from an organisational perspective, because in practice document workflow rarely concerns just one type of file.

A more structured document workflow in one place

One of the main advantages of Customer Invoice Portal is that it combines several elements of the process within a single tool. The user can submit a document, check its status, add a note, take part in the approval process and monitor the further course of handling. This approach makes work easier to organise and improves process transparency, especially when several people or departments are involved in document workflow.

In practice, this means less fragmented information, a clearer document flow and greater convenience in day-to-day work.

Customer Invoice Portal is a solution that helps companies improve document workflow organisation, increase process transparency and make everyday cooperation around invoice handling and other documents easier. If you would like to check how this tool can support processes in your company, please contact the getsix® team.

If you have any further questions or require additional information, please contact your business relationship person or use the enquiry form on the HLB Poland website.

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