Automate KSeF Invoice Downloads with n8n Workflow

Effortlessly Automate KSeF Invoice Downloads with n8n Workflow

Revolutionize your invoice management process by automating KSeF invoice downloads directly to your local storage every 20 minutes. This meticulously designed n8n workflow integrates seamlessly with your self-hosted KSeF Gateway to ensure uninterrupted invoice retrieval and storage, enhancing efficiency and accuracy in financial data handling.

What this workflow does

• Operates on a 20-minute polling schedule to check for new invoices in your KSeF Gateway.
• Utilizes a cursor checkpoint maintained in n8n static data to track the last successful polling, minimizing redundant data processing.
• Queries the KSeF Gateway /ksef/invoices/received/new endpoint to retrieve recently received invoice data.
• Handles any unsuccessful responses gracefully by logging error details for subsequent alerting, while maintaining the current checkpoint for future retries.
• Stores the next polling cursor and processes each new invoice summary individually upon successful response.
• Securely downloads the invoice PDF using the KSeF Gateway /ksef/invoice/{ksefNumber}/pdf endpoint and saves it to a configured local directory.
• Outputs essential invoice metadata such as number, seller, amount, and the saved file path for further notification integration via Slack, email, or Discord.

Use cases

• Finance departments can automate invoice retrieval, reducing manual labor and error rates in data entry.
• SaaS operators managing numerous transaction records can streamline their workflow, ensuring timely and accurate processing of financial documents.
• Automation engineers seeking a reliable solution for their clients' billing data synchronization can employ this workflow to enhance operational efficiency.

Technical details

• Deploy a self-hosted KSeF Gateway using GitHub repository for seamless API integration.
• Configuration requires setting the gateway base URL, NIP, and defining an invoice output directory accessible by the n8n host.
• Included nodes: if, set, code, no op, split out, sticky note to facilitate intuitive automation controls and data management.

Enhance your workflow automation capabilities and simplify your invoice management tasks with this powerful n8n workflow that's tailor-made for handling KSeF invoices efficiently.