Frequently asked questions

The core service is free. Invoice creation is not blocked because a user has no subscription. If the platform saves you time, you can make a voluntary contribution; it does not change permissions or support priority.

Read about voluntary support.

Yes. Choose a period from 1 to 90 days for received or issued invoices. Synchronisation runs in the background. You can later expand a seven-day retrieval to 90 days; documents already stored under their KSeF number are skipped.

Create or retrieve an invoice, describe it, assign categories and complete approval in fv.converts.ninja. You can then export the document with its KSeF number and categories to Optima, where the accounting firm performs posting and further accounting work.

Categories are your company's own dictionary with stable numbers such as 001, 002 and 003. They can be assigned to a whole invoice or individual lines and used by your accounting firm or Optima rules.

Yes. A document or line can receive a suggestion based on previous classifications within your company and name similarity. Review it and accept it or choose another category before saving.

No. Invoice content is not sent to public generative-AI services or external language models. Category suggestions are prepared in a controlled environment and remain suggestions you can change.

There is no traditional stored user password. You sign in with an email address and a one-time code with a short lifetime and retry limit. The resulting session also expires.

KSeF credentials are company-specific and encrypted at rest using authenticated AES-GCM encryption and separate server-side master material. A certificate import password is not stored.

The platform administration panel shows aggregate usage such as numbers of users, documents and operations. It offers no normal view for browsing customer invoice contents. Operational access may be used only when required for a support request, security incident or legal duty.

No. A link is available only after KSeF acceptance and verification of the stored XML, so the recipient receives a document whose status is confirmed by the Ministry of Finance system.

Yes. Select sales documents and choose “Issue again”. New drafts receive the current date and consecutive numbers in their respective series; KSeF numbers and source statuses are never copied.

Yes. Roles include owner, administrator, accountant and approver. The company administrator's audit log shows actions performed by users within that company.

Retrieval pauses for the time requested by KSeF and resumes in the background. If a submission result is ambiguous, the document is not automatically sent twice; the existing status is checked first.

No. Technical validations help prepare a document but do not replace an accountant, tax adviser or assessment of the transaction. The user remains responsible for data, VAT rates, legal basis and timing.

After sign-in it appears at the lower right. It opens a short anonymous form linked to the current screen for unclear messages, bugs or suggestions. No email is required; do not enter personal or invoice data.

Entering a NIP does not prove authority. An unverified request does not reserve the NIP exclusively. Production KSeF authentication for that NIP verifies access; the test environment does not. Drafts remain possible, while KSeF submission, public sharing and invitations can be restricted until verification.

A company that never confirmed KSeF access may be scheduled for deletion after 90 days with an additional grace period. A company verified earlier is not affected merely because a token later expires or is removed.

Yes, from “My account”. Memberships and sessions are revoked and the email is removed from the active profile. A minimal audit trace may remain as “deleted user” to preserve company history. A sole owner must first transfer ownership or schedule company deletion.

Yes. An owner can schedule deletion in Administration, confirm it with the NIP and has seven days to cancel. This does not delete documents from KSeF.

The service uses Scaleway infrastructure in Europe. Scaleway states GDPR compliance, holds ISO/IEC 27001:2022 certification for its information security management system and operates a CSIRT and DDoS protections.

Yes. New shares always require a six-digit code. Repeated wrong attempts temporarily lock that link. It also expires, has an opening limit and can be revoked.

Yes, if FA(3) payment data contains it. For KSeF invoices we store the account, bank name, SWIFT/BIC and due date when supplied. Missing data is not guessed.

Open Payments. Only documents with a valid Polish account, a positive PLN amount and no pending approval can be selected. Choose the bank and execution date, generate PLI, download it and import it into online banking. The bank still requires your normal verification and authorisation.

Ordinary domestic PLN transfers are available for ING Business MultiCash PLI, PKO BP iPKO biznes ELIXIR-O/PLI and mBank ELIXIR-O/PLI. Check whether your mBank channel still accepts PLI during its ISO 20022 transition. Split payments, tax, social-security and foreign-currency transfers are not generated yet.

The invoice has already appeared in at least one payment package; the latest date is shown. Selecting it again produces a warning listing previous exports and requires explicit confirmation.

No. It creates an import file only. You must review and authorise instructions in the bank. The system neither connects directly to the account nor executes transfers.

An administrator can create rules based on document type, amount, currency, category or tag. If several rules match, every resulting approval is required. A pending document is not ready for payment. Configure rules in Administration → Approval rules; opening an invoice is not a decision—you must choose Approve or Reject. See the invoice workflow guide for examples.

Name the rule, choose an approver and add only the conditions you need: document type, amount and currency, category or tag. An empty field does not restrict the rule; conditions within one rule are joined with “and”. The 90-day option can include recently retrieved documents.

Both apply. For example, a PLN 25,000 invoice may require the accountant for all purchases and the owner above PLN 10,000. It is approved only after every required decision.

Yes. For a KSeF-confirmed sales invoice choose “Issue correction”. Enter the post-correction state; the system calculates the difference and creates FA(3) KOR referencing the original invoice and KSeF number. Name, quantity, price and 23%, 8% or 5% VAT can be changed, including a full return by setting quantity to zero. A further correction starts from the state after earlier KSeF-confirmed corrections.