KSeF and document workflows
The document gets an owner. The decision remains with a person.
An invoice moves from KSeF to classification, the right person and the next tool. Status and decisions remain visible without searching through messages.
Before the change
KSeF provides the invoice, but it does not know the company’s internal rules.
Classification is missing
The company still has to identify the category, project, branch, asset or cost centre.
Approval has no clear path
The document circulates between people while status and ownership are difficult to check.
Data has to continue elsewhere
After approval, information should reach ERP, accounting, reporting or another system.
Before → after
A KSeF invoice immediately enters the right route.
Document workflow
A rule classifies the document, while an unclear case goes to a decision.
The system retrieves the document and applies company rules. When data or certainty is missing, the assigned person receives the context and makes the decision.
KSeF
Retrieval
Classification
Rule / suggestion
Human decision
ERP / accounts
THE SYSTEM SUGGESTS
- Category
- Category suggestion
- Assignment
- Needs selection
- Status
- Needs review
A PERSON DECIDES
Approve or correct
The responsible person sees the document, suggestion and context.
Send onward
Approved data reaches the right system and report.
Status, decision history and exceptions remain visible.
Illustration of an example process
Outcome
The document does not disappear in a queue without a status or owner.
FUTURIO-LABS designs the workflow and software. Tax and accounting rules remain with the company and its specialists.
- The document is retrieved from KSeF
- Synchronisation stores the data and routes the document to the appropriate handling rule.
- A rule assigns the context
- Team, project, site, asset or cost centre match the company structure.
- A person resolves the exception
- Substitutions, comments and decision history show who approved or stopped the document.
- Approved data continues onwards
- The integration passes it to ERP, accounting or BI and shows the status of documents awaiting action.
Let’s start with the current route of one invoice.
We will define the rules, exceptions, owners and the systems that should receive approved data.