In the previous article, we showed you four steps to prepare for KSeF without turning your company into a stress factory. Now it is time for a reality check.
Before you start, download our free worksheet. It will help you organise your thoughts and write down your answers so you can later share them with your team.
➡️ [Download link] Invoice Workflow Map – Your Working Template (PDF)
Now answer the seven questions below honestly. Think of it as a quick X-ray of your company. We are going to scan your invoice processes and spot the areas that need attention right now.
Ready? Let’s begin.
Question 1: Do you know who “touches” an invoice from the moment it arrives to the moment it gets paid?
Imagine a supplier invoice lands in your inbox right now. Could you name, within 30 seconds, every single person who has to handle that document before the bank transfer goes out?
Who receives it? Who reviews it? Who approves it? Who pays it?
YES
Great. You already have the foundation for a structured process.
NO / NOT ENTIRELY
That is a red flag. When roles are unclear, chaos follows fast: lost documents, delayed payments, and endless confusion. This is the first thing you need to fix.
Question 2: Do you have a written “four-eyes rule” for payment approval?
The rule is simple: the person who approves the invoice on the business side, for example the marketing manager approving a campaign invoice, cannot be the same person who authorises the money to leave the company account.
Is that rule written down in your business and consistently followed?
YES
Well done. This is one of the basic pillars of financial control. It protects you from mistakes and abuse.
NO
That is a serious risk. It means one person has too much power in the process, which can lead to expensive errors or, in the worst-case scenario, fraud.
Question 3: Do you check 100% of bank accounts against the white list before sending payment?
Not “sometimes”. Not “when someone remembers”. Not “only for new suppliers”.
Does every outgoing payment from your company get checked against the Ministry of Finance white list before the transfer is made?
YES
Excellent. You are reducing the risk of tax penalties and avoiding payments to fake or invalid accounts.
NO
You are playing with fire. Paying to an account outside the white list is not just a tax risk. It is also a clear sign that your internal security procedures have holes in them.
In Altera, this process is automated. The system checks the account against the white list and will not let you pay if something does not match.
Question 4: What happens when the key invoice person goes on holiday?
Do you have assigned backups for every role in the invoice process? Are those substitutions written down in advance?
Does the system automatically reroute tasks to the backup person, or do invoices just sit in someone’s inbox until “Anna gets back”?
YES
You are well prepared. Your company can keep its financial flow moving even when someone is away.
NO
Then you are probably dealing with late payments and frustrated suppliers more often than you would like. KSeF will only make that more visible, because invoices will keep arriving continuously.
Question 5: Is a purchase order number or contract reference on the invoice a standard for you — or an exception?
When you receive an invoice for a service, do you immediately know which project or order it belongs to?
Requiring suppliers to include a PO number on the invoice is one of the simplest ways to speed up your workflow and avoid the classic question: “Wait… what exactly is this for?”
YES
Congrats. You are saving a lot of time on detective work and keeping your project costs under control.
NO
Then you are losing both time and patience. Every invoice without a PO number is a potential traffic jam in your process.
Question 6: Do you have a procedure for a “suspicious invoice”?
What happens when an invoice arrives from a company you do not recognise? Or when a regular supplier suddenly gives you a different bank account number?
Do you have a quarantine path in place — immediate payment block, plus a verification procedure such as calling a known contact person at the supplier?
YES
That is what professional risk control looks like. You are reducing your exposure to fraud.
NO
Then you are an easy target. One fake invoice can cost you more than a full year of a decent document workflow system.
Question 7: Is your current invoicing system actually ready for KSeF?
Have you already spoken to the provider of your invoicing software or ERP system?
Have they confirmed full two-way KSeF integration — both sending and receiving invoices — updates aligned with legal changes, and technical support on day zero?
YES
At least on the technology side, you can breathe a little easier.
NO / I DON’T KNOW
Then this is the moment to ask those questions. Time is running out, and the best providers will soon have implementation schedules packed to the ceiling.
Summary: You already have the diagnosis. Now it is time for treatment.
If most of your answers were YES — congratulations. You are ahead of the curve and much closer than most companies to being ready for the digital shift.
If NO was the dominant answer — do not panic. What you now have is a free roadmap. You know exactly which areas in your company need immediate attention. And that is the first, most important step.
Want to go through this process with your team?
Download our ready-to-print worksheet and map your invoice processes step by step.
➡️ [Download link] Invoice Workflow Map – Your Working Template (PDF)
The second step is automating those processes.
In the next and final article in this series, we will show you step by step how to design the ideal invoice workflow for KSeF — from roles and approvals to secure payments.
From Chaos to Automation: How to Build an Invoicing Process That Works with KSeF — and Without It
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