--- title: "KSeF Integration for Rental Businesses: Invoice a Booking | Requiply" description: "Issue KSeF invoices straight from a rental booking in Requiply: FA(3) built from the booking, KSeF number, UPO and a PDF with the QR code, on web and phone." canonical_url: "https://requiply.com/blog/ksef-integration" last_updated: 2026-11-05 locale: en meta: "og:description": "Issue KSeF invoices straight from a rental booking in Requiply: FA(3) built from the booking, KSeF number, UPO and a PDF with the QR code, on web and phone." "og:title": "KSeF Integration for Rental Businesses: Invoice a Booking" "twitter:description": "Issue KSeF invoices straight from a rental booking in Requiply: FA(3) built from the booking, KSeF number, UPO and a PDF with the QR code, on web and phone." "twitter:title": "KSeF Integration for Rental Businesses: Invoice a Booking" --- ![KSeF Integration for Rental Businesses: Invoice a Booking](https://requiply.com/.netlify/images?w=10&h=10&fm=webp&q=50&blur=3&url=%2Fblog%2Fksef-integration%2Fcover.png) ## How do I issue a KSeF invoice for a rental booking? Connect your KSeF token once under **Settings → Integrations → E-invoicing**, then open a booking and choose **Issue invoice in KSeF** from its actions menu. Requiply builds the structured FA(3) invoice from the booking, sends it to KSeF and shows the KSeF number on the booking a few seconds later. This guide walks through the setup, the first invoice and what you can do with it afterwards, on the web and in the Requiply app. ## What KSeF Means for a Rental Company **KSeF** (Krajowy System e-Faktur) is Poland's National e-Invoicing System. Since **1 February 2026** the largest taxpayers issue their invoices in it, and since **1 April 2026** so does everyone else, including VAT-exempt businesses. Companies whose invoices add up to no more than 10,000 zł a month may keep issuing them outside KSeF until the end of 2026. For a rental company the change is practical rather than theoretical: - an invoice is no longer a PDF you email: it is a structured **FA(3)** XML file that KSeF checks and accepts - only an invoice with a **KSeF number** counts as issued - every rental is a sale of services, so every booking you invoice to a company has to go through KSeF Typing each booking into a separate invoicing program means copying items, prices, VAT and the client by hand. The Requiply integration takes that step away: the booking already knows all of it. ## What the Integration Does Builds the FA(3) invoice from the booking: items, services, discounts, VAT and the buyer Sends it to KSeF and keeps the KSeF number and the UPO receipt on the booking Prints a PDF for your client with the KSeF number and the verification QR code Works in the web app and in the Requiply app for iOS and Android Lets you try everything in KSeF's Test environment first ## Step 1: Generate a KSeF Token Log in to the **KSeF taxpayer app** ([Aplikacja Podatnika KSeF](https://ksef.podatki.gov.pl/)) for your company and generate a token with the right to **issue invoices**. Copy it: KSeF shows it only once. > **Start in the Test environment.** KSeF runs separate Test and Demo environments where invoices have no legal effect. Generate a token there first, connect it to Requiply and issue a few invoices. Switch to a Production token when you are confident. ## Step 2: Connect KSeF in Requiply Open [Settings → Integrations → E-invoicing](https://app.requiply.com/settings/integrations/einvoicing) and click **Setup** on the KSeF card. app.requiply.com/settings/integrations/einvoicing ![The E-invoicing settings page with E-invoicing highlighted in the settings menu and the KSeF card under Polish systems, tagged e-Faktura and FA(3), with the Setup button](https://requiply.com/.netlify/images?w=1728&fm=webp&url=%2Fblog%2Fksef-integration%2Fsettings-page.png) *KSeF has its own page under Integrations.* Paste the token and fill in the seller details that go on every invoice: ![The KSeF setup dialog with four highlighted areas: the KSeF token, Seller NIP and KSeF environment Test, the seller name, address and VAT status VAT payer, and the bank account for transfers](https://requiply.com/.netlify/images?url=%2Fblog%2Fksef-integration%2Fconnect-dialog.png) | Field | What to enter | | --- | --- | | **KSeF token** | The token from the KSeF app | | **Seller NIP** | Your NIP, read from the token when possible | | **KSeF environment** | **Test**, **Demo** or **Production**, matching the token | | **Seller name** and address | As they should appear on invoices | | **VAT status** | **VAT payer**, or **VAT-exempt** with the legal basis of the exemption | | **Bank account for transfers** | Printed on invoices that are still to be paid | Click **Save**. Requiply signs in to KSeF with the token before storing it, so a token that does not match your NIP or environment is refused on the spot. > **VAT payers:** turn VAT on under **Settings → Pricing → VAT** before you create the bookings you want to invoice. KSeF needs the VAT rate of every line, and bookings keep the VAT they were created with. ## Step 3: Issue the Invoice From the Booking Open a booking and open its actions menu (the arrow next to **Export**). With KSeF connected, it shows **Issue invoice in KSeF**. ![The booking actions menu before and after: Issue invoice in KSeF with the KSeF logo, and Manage invoice in the same place once the booking has an invoice](https://requiply.com/.netlify/images?url=%2Fblog%2Fksef-integration%2Factions-menu.png) The dialog arrives already filled in: - **Invoice number:** the next one after your last KSeF invoice, keeping your pattern (the first is `FV/1/MM/YYYY`) - **Issue date** is today and the **Service date** is the day the booking ends - **Buyer:** a company with its NIP and address, or a private person with just a name, prefilled from the client - **Payment:** **Paid** with the date when the booking is fully paid, otherwise **To be paid** with an optional due date - **Invoice lines:** every item and service on the booking with its price, discount and VAT rate ![The lower part of the Issue invoice in KSeF dialog: the company buyer with NIP and address, payment To be paid with the bank account, the invoice lines at 23% VAT with Net total 3680,00 zł, VAT 846,40 zł and Total due 4526,40 zł, and the Issue in KSeF button](https://requiply.com/.netlify/images?url=%2Fblog%2Fksef-integration%2Fissue-dialog-bottom.png) Check the buyer and click **Issue in KSeF**. A few seconds later Requiply shows **Invoice issued in KSeF** with the KSeF number. If something on the booking stops the invoice, the dialog says what before you send anything: for example a booking without VAT on a VAT payer's account, or a VAT rate KSeF does not accept. ## Step 4: Manage the Invoice on the Booking As soon as a booking has an invoice, an **Invoices** section appears on its page, and the menu item becomes **Manage invoice**, which takes you straight there. Bookings without invoices don't show the section. app.requiply.com/reservation/2 ![A booking right after issuing: the toast Invoice issued in KSeF with the KSeF number, and the Invoices card with FV/1/11/2026, the In KSeF status, the PDF button and the KSeF number](https://requiply.com/.netlify/images?w=1728&fm=webp&url=%2Fblog%2Fksef-integration%2Fissued-page.png) *KSeF's answer arrives on the booking a few seconds after sending.* ![The invoice row with the In KSeF status, the PDF button and the menu: Copy KSeF number, Check in KSeF, Download UPO receipt and Download invoice XML](https://requiply.com/.netlify/images?url=%2Fblog%2Fksef-integration%2Finvoice-menu.png) Download PDF: the invoice for your client, in Polish Check in KSeF: KSeF's public verification page for the invoice Download UPO receipt: the official confirmation that KSeF received it Download invoice XML: the FA(3) file that was sent The PDF carries the KSeF number and the **KOD I** QR code that links to KSeF's verification page, so your client can check the invoice with a phone. Invoices from the Test environment get a banner saying they have no legal effect. ![The top of the printed invoice Faktura nr FV/1/11/2026: the QR code with NUMER KSEF and the banner Środowisko testowe KSeF: faktura nie ma mocy prawnej](https://requiply.com/.netlify/images?url=%2Fblog%2Fksef-integration%2Finvoice-pdf.png) If KSeF rejects an invoice, its reason appears under the invoice with **Issue again**. The rejected attempt stays in the list. ## Step 5: Issue From Your Phone The same flow is in the [Requiply app](https://requiply.com/blog/requiply-android-app): open a booking, tap **Actions → Issue invoice in KSeF**, check the invoice and send it from the header. The **Invoices** section on the booking shares the PDF and opens the UPO, the XML and the verification page. ![The Actions menu of booking #7 in the Requiply app with Issue invoice in KSeF highlighted](https://requiply.com/.netlify/images?w=600&fm=webp&url=%2Fblog%2Fksef-integration%2Fm-actions-issue.png) ![The Issue invoice in KSeF sheet for booking #7 with the Test environment banner and the send button highlighted](https://requiply.com/.netlify/images?w=600&fm=webp&url=%2Fblog%2Fksef-integration%2Fm-issue-form.png) ![Booking #7 with the Invoices section: FV/2/11/2026, the KSeF number, the PDF and more buttons](https://requiply.com/.netlify/images?w=600&fm=webp&url=%2Fblog%2Fksef-integration%2Fm-invoices.png) *Issue at the counter, right after the client pays.* ## What It Doesn't Do Yet Correction invoices (*faktura korygująca*), advance invoices and invoices in currencies other than złoty are not supported yet, and invoices you receive from suppliers are not imported. Issue those directly in KSeF or in your accounting software. Need one of them? Tell us at `info@requiply.com`. ## Frequently Asked Questions ### Do equipment rental companies have to issue invoices in KSeF? Yes. Since 1 April 2026 every Polish VAT taxpayer, including VAT-exempt businesses, issues invoices to companies in KSeF. Businesses whose invoices total no more than 10,000 zł a month may issue them outside KSeF until the end of 2026. Invoices for private persons may stay outside KSeF, but you can issue them there too. ### Can I test the KSeF integration without issuing real invoices? Yes. Generate a token in the KSeF Test environment and choose Test as the KSeF environment when you connect it in Requiply. Test invoices get a KSeF number and a UPO, are marked Test in Requiply and carry a no-legal-effect banner on the PDF. ### Where does Requiply take the invoice lines and VAT from? From the booking: every rented item and service with its price and discount, and the VAT rate charged on the booking. If something is wrong, change the booking and open the issue dialog again. ### Can I send the client a PDF of a KSeF invoice? Yes. Download PDF on the invoice prints it in Polish with the KSeF number and the KOD I verification QR code, so the client can check it in KSeF. ### Can I issue invoices for more than one company? Yes. Connect one KSeF account per company and choose which one to issue from when you issue the invoice. One account is the default. ## Additional Information - **Who can set this up:** organization admins connect, edit and disconnect KSeF accounts. Anyone allowed to manage bookings can issue invoices. - **Where the token lives:** encrypted in Requiply and never shown again. Use **Replace** in the KSeF dialog when you rotate it. - **Step-by-step reference:** the [knowledge base](https://requiply.com/docs/en) covers every field, status and message. **Have questions?** Write to us at `info@requiply.com` or book a demo and we'll set KSeF up with you. **Tags** - ksef - e-invoicing - poland - fa(3) - structured invoice - equipment rental software - rental business - invoicing - integration - requiply ## Sitemap See the full [sitemap](/sitemap.md) for all pages.