How Sparados is Revolutionizing the Cost Settlement Process with KSeF Integration
- Michał Stachera
- 2 hours ago
- 3 min read
The KSeF integration available at Sparados completely changes the way companies manage and settle their operating costs. Sparados is a platform built for the full handling of business expenses and already enables the instant assignment of cards and the settlement of purchase invoices in a matter of seconds. Thanks to the connection with KSeF, this process has become fully automatic and requires no activity on the employee's part.
Automated Cost Settlement Process thanks to KSeF Integration
From the moment the integration is launched, the user does not have to perform any manual activities. There is no need to scan invoices, store receipts, or send documents to the finance department. Sparados downloads invoices directly from KSeF and instantly links them to the corresponding transactions visible in the purchase history.
For purchases from companies that do not use KSeF, the system still handles documents sent via camera snapshot or to a dedicated email address, ensuring the settlement process remains uniform and convenient.
Simplified Settlement for the Employee
From the employee's perspective, cost settlement has been simplified to the absolute minimum. The user sees that the invoice has been linked automatically and can only add a short description to support accounting when categorizing the given cost. The entire process takes just a few seconds, instead of several minutes, and simultaneously eliminates the need to perform any additional activities related to the invoice or receipt.
Key Data Available Immediately
In the mobile and web application, the user sees the KSeF status, which informs whether the document has been automatically linked to the transaction as “KSeF Auto Matched”. In the same place, key data such as the contractor's name and the KSeF ID date are presented, which allows the user to ensure the document matches the actual expense.
What does Sparados' KSeF Integration Mean for the Finance Department?
KSeF integration is also a huge advantage for the finance department. Accounting no longer has to contact employees regarding missing documents. All invoices are automatically downloaded from KSeF and matched to transactions based on the date of sale, gross value, seller's data, and contractor's name.
If an item is not matched automatically, the administrator can link the document to the correct transaction with one click, using the transparent view of unlinked items.
Invoice Handling in the KSeF Invoice Module
The KSeF Invoice tile is responsible for handling invoices from KSeF. The status indicates whether the transaction has been linked correctly, and clicking the identifier allows you to see the full details of the document. The KSeF ID Date value presents the date the invoice was created, while the VAT NO field shows the contractor's identification number. After selecting the contractor's name, the administrator goes to a summary of all invoices and transactions assigned to that company.
In a situation where the document has not been linked automatically, the finance department can manually assign the appropriate invoice. However, these are isolated cases resulting solely from discrepancies between transaction data and invoice information.
Extensive Statements for Accounting
The accounting department benefits the most. Sparados generates an extensive monthly statement containing all transactions, along with the KSeF invoice identifier, user data, contractor's NIP number (Tax ID), invoice number.
This eliminates the need to explain missing documents and shortens the month-end closing time. Accounting receives one complete file in XLSX or CSV format, ready for immediate import into any financial and accounting system.
What Changes in Report Automation on the Sparados Platform?
The accounting report contains all the transactional data available so far, as well as new fields that increase the level of process automation. Instead of a file identifier containing the invoice scan, the system presents the KSeF ID, VAT NO, and contractor name values.
Additionally, Sparados also forwards documents from companies that are not registered in KSeF. Thanks to this, the settlement is always complete and consistent. Sparados integrations with accounting programs also enable the automatic transfer of invoice identifiers to financial and accounting systems, which closes the entire process in a fully automated document workflow.
Why is Fintech Integration with KSeF Important?
Full integration with KSeF means that Sparados sets a new standard in cost settlement process automation. It streamlines the work of employees, significantly relieves finance departments, and provides accounting with complete and organized data without the need for additional actions.
If you want to learn how to implement similar automation in your organization, contact Sparados - we will be happy to help you fully organize and accelerate cost processes in your company.
