How to Automate Sending Invoices to KSeF from Stripe?

Selling digital products and online courses often takes place through international platforms such as Stripe – a global online payment processing system. However, for Polish entrepreneurs (e.g., course creators, e-book authors) using Stripe, a challenge arises: how to issue a VAT invoice in compliance with Polish law and submit it to KSeF (the National e-Invoice System)? Manually creating invoices for each transaction is time-consuming and error-prone. In this article, we explain what KSeF is, why automating invoice submission from Stripe to KSeF is important, and how to implement such a solution step by step to save time and ensure full regulatory compliance.

What Is KSeF and Why Does It Matter?

KSeF (Krajowy System e-Faktur / National e-Invoice System) is a government platform operated by the Ministry of Finance for issuing and sharing structured e-invoices in XML format. Ultimately, all businesses will be required to issue invoices in a format accepted by KSeF, and the system will serve as an intermediary in their circulation between the issuer and the recipient. Starting from April 1, 2026, e-invoicing through KSeF is set to become mandatory for all entrepreneurs in Poland. However, many taxpayers are already implementing KSeF voluntarily to adapt to the new rules early and avoid last-minute chaos. The significance of KSeF is enormous – it enables automatic verification of invoice correctness, streamlines VAT reporting, and eliminates paper-based document circulation. That is why preparing your business for KSeF is crucial, especially if you use foreign sales tools like Stripe, which do not have native support for the Polish e-invoice system.

Invoices from Stripe and Polish Regulations

Although Stripe makes it easy to accept payments from around the world, invoicing Stripe transactions in Poland requires additional steps. Standard payment confirmations or receipts generated by Stripe do not meet Polish fiscal requirements, as they do not contain all the required data (e.g., the buyer's tax identification number – NIP) nor are they issued in the structured e-invoice format compliant with KSeF. For example, if you sell an online course through the Kajabi platform integrated with Stripe, Kajabi's built-in invoicing module does not transmit NIP data and does not allow issuing structural e-invoices or importing them into Polish accounting systems. This means that relying solely on documents from Stripe will not ensure compliance with Polish law. According to regulations, every seller should issue a VAT invoice containing the required information and – once KSeF takes effect – submit it electronically to the government system.

Manually issuing invoices for each Stripe transaction (e.g., in a separate invoicing program) and sending them to KSeF yourself would be extremely burdensome, especially with a high volume of sales. There is a risk of missing a transaction, data errors, or reporting delays. Therefore, the best solution is automating the invoicing process – so that an invoice for each Stripe payment is generated automatically and sent to KSeF without manual intervention. Below, we describe how to achieve this.

Stripe and KSeF Integration – Available Solutions

To automate sending invoices from Stripe to KSeF, you need to connect Stripe with a Polish invoicing system that supports KSeF. There are several approaches to such integration:

- Using a dedicated integration platform (SaaS) – The simplest solution is to use a tool that connects Stripe with an invoicing program that has a KSeF module. An example is the striptu.com platform, which enables integration of Stripe (and indirectly platforms like Kajabi or ThriveCart that use Stripe) with the Polish invoicing system Fakturownia.pl. This type of integrator automatically receives information about new payments in Stripe (via webhook/API) and creates sales invoices in the selected accounting program based on them. The key point is that the accounting program (e.g., Fakturownia or inFakt) already has built-in KSeF support, meaning it can send the invoice to the government database and download the UPO (official acknowledgment of receipt). The integration works like this: after a payment in Stripe, an invoice is created in Fakturownia, and from there it is automatically sent to KSeF. The entire process happens in the background and complies with Polish regulations because it uses proven, local solutions for e-invoice handling. Importantly, good integrators allow you to choose the operating mode: fully automatic (the invoice is immediately issued and sent to KSeF) or semi-automatic, where you can first approve the document before submission.
- Custom integration via API – Alternatively, companies with development resources can attempt their own solution. Stripe provides an API for retrieving payment data, and the Ministry of Finance provides a KSeF API for sending structured invoices. In theory, you could write a script that generates invoices in the XML FA_VAT format required by KSeF and submits them to the ministry's system. However, such a custom integration is complex and expensive to maintain – it requires constant updates (in line with changing KSeF schemas) and secure authentication with KSeF (via Trusted Profile or certificate). For most small businesses and online creators, this is not cost-effective, which is why using existing SaaS services turns out to be the best option.
- Third-party apps and plugins – There are also solutions such as Stripe Apps (e.g., Invopop) or e-commerce integrations that claim to support local e-invoicing. For example, some WooCommerce plugins integrate an online store with KSeF. However, you need to verify whether a given product actually supports Polish requirements (e.g., whether it generates an invoice with all Polish fields and whether it submits it to KSeF). In the context of Stripe – it is worth relying on solutions proven on the Polish market that directly connect with recognized accounting programs (such as the mentioned Fakturownia or inFakt). These systems ensure automatic invoice submission to KSeF and error verification before submission, providing additional confidence in correctness.

How to Automate Invoice Submission to KSeF from Stripe (Step by Step)

Automation is easier than you might think – it does not require programming and can be configured in about fifteen minutes. Below, we present the universal steps for integrating Stripe with KSeF using an integration platform such as striptu.com together with Fakturownia:

1. Choose an integration tool – Create an account on a selected platform that connects Stripe with a Polish invoicing system. Make sure the integrator works with a system that has a KSeF module (e.g., Fakturownia, inFakt) and offers the required features. Registration is usually simple – for example, striptu offers the first 10 transactions for free.
2. Connect your Stripe account – Authorize the integration with your Stripe account. This is done by generating an API key and entering it into the integration platform. At this stage, you grant the tool access to read payment and customer information from Stripe so it can detect new transactions. (For platforms like Kajabi or ThriveCart that use Stripe – you typically integrate directly with the Stripe account itself).
3. Connect an invoicing program with KSeF support – Next, you connect the selected invoicing program (e.g., Fakturownia.pl, inFakt) with the integration tool. In practice, this involves generating an API token from the invoicing program and entering it in the integrator's settings. You will also need to activate the KSeF integration in the given accounting program (e.g., in Fakturownia, you just need to set up a Trusted Profile and enable the KSeF module – it is free). After connecting these elements, all invoices created in the accounting program can automatically be sent to KSeF according to the configuration. The integrator will let you specify whether invoices should be sent to KSeF automatically right after issuance, or whether you want to do it manually (in bulk or individually). In Fakturownia, by default, every sales invoice is automatically forwarded to KSeF – this setting can be customized.
4. Test and launch the automation – Perform a test payment in the Stripe environment (e.g., using test mode) and check whether the integration worked: whether an invoice for this transaction appeared in the accounting program and whether it was marked as sent to KSeF. Make sure the invoice has the correct number, date, and all required elements. If everything is in order, you can launch live automatic invoicing. From that point on, every customer payment will result in an invoice being issued and – depending on the settings – automatically submitted to KSeF. You can monitor submission statuses in your invoicing program (e.g., Fakturownia will show next to the document whether it was accepted by KSeF, the KSeF identification number, etc.).

After completing the above steps, the system works on its own. However, it is worth regularly checking the first few invoices to make sure the data matches your accounting expectations. When the integration is properly configured, automation practically eliminates the risk of human errors and delays.

Benefits of Automating Stripe to KSeF Invoicing

Automating invoice submission to KSeF from Stripe brings a number of benefits for entrepreneurs and online creators:

- Time savings and less bureaucracy: Invoices are issued automatically after each payment, without the need to manually fill out documents or export data. You can focus on your business instead of paperwork.
- Compliance with Polish law: Automatic integration ensures that every sale is properly invoiced in accordance with local regulations. By using systems designed for KSeF (such as Fakturownia, inFakt), you can be sure that your settlements comply with the latest VAT regulations. Invoices are sent to the government system in the required format, so you fulfill the e-invoice reporting obligation.
- Fewer errors and no missed invoices: Human errors when copying data from system to system can lead to mistakes on invoices. Integration eliminates this problem – data from Stripe is transferred automatically and accurately (including elements such as the buyer's NIP or address). Every transaction is recorded, so there is no risk of forgetting to issue an invoice for any customer.
- Fast delivery to customer and KSeF: Both the customer (buyer) and the KSeF system can receive the invoice almost immediately after payment is made. For example, Fakturownia can automatically send a PDF invoice by email to the customer while simultaneously forwarding the e-invoice to KSeF. This speeds up document circulation and ensures that your customer immediately has proof of purchase, while you fulfill your fiscal obligations without delay.
- Future-proofing: If KSeF will soon become mandatory for everyone, businesses that implement automatic invoice submission to KSeF now will be one step ahead of the competition. Current use of e-invoices also provides an opportunity to familiarize yourself with the new system early, practice procedures, and catch potential issues during the transition period when e-invoicing is voluntary. This way, when the statutory obligation arrives (2026), you will have a tested, working process.

Summary

Automating invoices from Stripe to KSeF is a solution that combines convenience with legal security. For Polish online creators and entrepreneurs using global sales platforms, integrating Stripe with a local invoicing system serves as a bridge between modern e-business and the requirements of the Polish tax administration. By using dedicated integrators, you can ensure that every transaction made by a customer automatically generates a correct VAT invoice and delivers it both to the buyer and to the government KSeF system. This way, you avoid manually filling out documents, reduce the risk of errors, and have a guarantee that you are operating in compliance with regulations. As a result, you gain more time to grow your business, build customer relationships, and create new products – while accounting matters happen in the background, smoothly and stress-free. Thanks to automation, you gain peace of mind in the area of invoicing, which will be appreciated by both your accounting office and customers receiving professionally prepared invoices. So if you use Stripe, it is worth considering implementing such a solution today – it is an investment that will quickly pay off in saved time and flawless accounting.