The launch date of KSeF is approaching inexorably. Many companies have already implemented modules in their financial and accounting systems that enable standard connectivity with the ministerial KSeF. In practice, however, merely “having a module” does not always mean that the solution is optimal for the organization—either in terms of cost or operations.

In late 2025, we participated in numerous industry events where KSeF was one of the key topics. For us, the most valuable part of such meetings is conversations with end users of the process. These discussions confirmed that the market is currently facing not only the obligation to implement KSeF, but also real barriers related to tools and cooperation models with vendors.

During these conversations, we repeatedly heard about the following challenges:

Costs and unpredictability of billing
With many KSeF module providers, billing models appear that are not cost-effective for enterprises (e.g., fees charged for each operation performed on a single invoice). In addition, each provider structures subscriptions and packages differently, which users often find confusing and difficult to estimate. As a result, budget planning becomes risky, and “additional” or hidden costs can significantly affect operating expenses.

Lack of integration support and technological limitations
We met companies from many industries (including banking, transport, construction, and state-owned enterprises) that struggle with vendors’ lack of understanding in the area of integration with the existing systems ecosystem. A common problem arises when a client operates multiple systems and needs one coherent tool, while vendors:

• are unwilling to undertake integration of multiple applications,

• are unable to deliver it,

• offer solutions that are inefficient or non-transparent in terms of costs.

Risk of data non-compliance
Even if a system “has a KSeF module,” organizations often lack certainty as to whether their data and processes contain all the required information necessary for correct KSeF handling.

That is why we propose PentaKSeF HUB—a tool we integrate with any client system, regardless of technology, version, or the age of the solution. Our goal is to provide a single, coherent KSeF service layer that simplifies integration, increases cost predictability, and automates processes.

How we work?

We verify data and process readiness
We provide support (also in cooperation with tax advisory firms) to check whether your systems contain the required data that must be submitted to KSeF.

We select the optimal integration approach
Following analysis, we recommend and implement an integration tailored to the client’s environment: API, database integrations, file exchange, and other approaches—depending on needs and technological constraints.

What we deliver beyond integration itself?

• One system for multiple subsystems: unified view, roles and permissions, view segmentation;

• Document workflow;

• Operational features: email notifications, QR codes, certificate management;

• Support from an experienced team during implementation and ongoing maintenance;

• Full process automation with no need for user intervention;

• Cost transparency and no hidden fees;

• Support for multiple companies and clients within a single entity or accounting office;

• A solution particularly beneficial for accounting offices serving a large client portfolio.

Pricing model

We offer pricing tailored to the size of the enterprise—in a predictable and understandable way—so that costs can be realistically planned within the budget.

Author: Agnieszka Osowska, Project Manager