Cost invoice workflow integrated with KSeF — a new way to process contractor invoices and company expenses

Your contractor has issued an invoice. What happens next? In many companies, the answer is: an email to the accountant, confirmation from a manager, manual entry into the system. Time: days. Risk of errors: high.

From now on, you can receive cost invoices in tomHRM directly from KSeF (Poland's National e-Invoice System) — with no additional tools and no extra fees.

What changed?

The Cost Invoice Workflow module is now integrated with KSeF. This means invoices issued by your contractors and B2B collaborators are automatically pulled into tomHRM — ready for approval through the workflow you define.

How does it work?

An invoice issued in KSeF is automatically downloaded to the cost invoice module in tomHRM. The system reads the document data (AI-powered OCR), assigns the invoice to the correct contractor, and triggers the approval workflow. The entire process — from invoice issuance to final approval — takes place in one system, with no manual data entry.

What do you gain?

Faster document flow from B2B contractors — a contractor's invoice enters the workflow on the same day it was issued. No more delays caused by manual document forwarding.

Zero manual data entry — the KSeF integration eliminates the need to scan and retype invoices. Data is pulled automatically, and the system checks for duplicates and verifies the contractor against the VAT whitelist.

One system for invoices and the rest of HR — the cost invoice workflow runs in the same tomHRM where you manage leave, time tracking, onboarding, and every other process. A contractor's invoice is also information about a collaborator — and in tomHRM, it sits exactly where it should.

Full control over the approval workflow — you decide who approves invoices and at which stage. You can set up different workflows based on amount, department, or cost type. The system automatically routes each document to the right people.

KSeF compliance with no additional implementation — you don't need a separate tool to handle KSeF. The integration is part of the cost invoice module and works immediately upon activation.

Want to learn more?

Full details about the cost invoice workflow are available on the module page. If you'd like to see how the KSeF integration works in practice — book a meeting with our team.