Invoices is the list of every sales document the clinic issues — invoices, proformas and corrections. Heltio assigns the number, builds the PDF and submits the document to the National e-Invoice System where the buyer requires it.
Three things happen separately and are worth telling apart: the document status (Draft, Issued, Cancelled), the payment status (Unpaid, Partial, Paid, Overdue) and the KSeF status (Pending, Submitted, Accepted, Rejected, Offline mode, Not required). An invoice can be paid and still be waiting for KSeF to accept it.
How to do it
Before the steps, it is worth knowing how the invoice list itself is laid out — you come back to it after each of the actions below.
Under 1 stands New Invoice, the way into the form from step 3. 3 is the filters — separate ones for document status, payment status and KSeF status, exactly as the introduction distinguishes them. 4 is the KSeF column: that is where you read the rejection reason before issuing a correction.
Set the seller details and the numbering
Under Settings → Billing, in the Billing Settings section, fill in the Legal business name, NIP, Address, Bank Account (IBAN) and the VAT exemption reason. The NIP is required for KSeF submission.
Below, under Invoice Numbering, you set the template for invoices, proformas and corrections plus the Sequence reset — monthly, yearly or never. The NEXT ISSUE NUMBERS preview shows what the next number of each type will look like.
Connect KSeF
Settings → KSeF Configuration: paste the KSeF API Token generated in the KSeF portal under API Keys and pick the environment — Sandbox (Test) or Production. Production carries the warning "Production mode: invoices submitted here create legal obligations."
Test Connection answers "Connection successful. KSeF is reachable." The System Status section shows the last successful session, the token health and how many invoices sit in the offline queue.
Issue an invoice
New Invoice opens a form in four blocks: Document Details, Buyer, Line Items, Summary.
- Document type — Invoice (VAT / exempt), Proforma or Correction Note.
- Buyer — Patient, Company, Insurer or Anonymous. Picking a patient from the list fills the details in; non-Polish buyers do not require KSeF submission.
- Line items — added by hand or with the Add from appointments button, which pulls in the patient's completed visits.
Save as draft puts the document aside for later. Issue invoice asks for confirmation: "Once issued, this invoice will be submitted to KSeF and cannot be edited. A PDF will be generated and sent to the buyer."
Correct an issued invoice with a correction note
You do not edit an issued invoice — you issue a correction against it. The Issue correction action opens a form with the original alongside, read-only. A Reason for correction is required. The hint in the form: "Enter the correct values in the items below. For a full reversal, set all quantities to 0."
Void only works on documents KSeF has not yet accepted.
Receive invoices from suppliers
Billing → KSeF Inbox shows invoices your suppliers issued to your clinic. The tabs are New, Reviewed, Archived, Disputed. For each entry you get Mark reviewed, Archive, Mark as disputed, plus Download XML and Download PDF. Sync now forces a fetch of new documents outside the schedule.
When something does not work
Configure your NIP in Billing Settings first.
What this means: The clinic has no NIP recorded, and without it no document can be filed in KSeF.
Exempt invoices must include the statutory exemption basis. Set your default in Billing Settings.
What this means: A line item carries an exempt rate and the document does not carry the statutory basis for the exemption.
KSeF rejected this invoice. Issue a correction to fix and resubmit.
What this means: The document reached KSeF but was rejected — the reason appears in the tooltip next to the status.
This invoice was issued during a KSeF outage and is queued for submission.
What this means: KSeF was unreachable at the moment of issuing, so the document entered offline mode and is waiting in the queue.
Invoice accepted by KSeF cannot be voided. Issue a correction instead.
What this means: The document has already been accepted by KSeF and is legally binding.
The PDF is taking longer than usual. Please try again in a moment.
What this means: The invoice PDF is produced in the background and was not ready at the moment you clicked.
Who has access
Clinic Admin Receptionist Practitioner| Action | Administrator | Reception | Practitioner |
|---|---|---|---|
| View the invoice list | ✓ | ✓ | ✓ |
| Create and issue | ✓ | — | ✓ |
| Void | ✓ | — | — |
| Issue a correction | ✓ | — | — |
| Configure KSeF | ✓ | — | — |
Reception without the right permission will see "Creating invoices requires Secretary or Admin role." The KSeF configuration always sits with the administrator.
Related
- Payments — how a payment closes an invoice.
- Fiscal receipts — a sale to a private individual with no NIP.
- Tax report and JPK — the monthly VAT summary for the accountant.
- KSeF configuration — the token, the environments and connection diagnostics.
- Data retention — how long we keep accounting documents.
Related features
Payments — the day's till
The reception screen for one working day: how much has been taken, who is sitting in the waiting room with an unpaid visit, what is outstanding, and how much cash is in the drawer at shift close.
Fiscal receipts
Printing receipts on an online fiscal printer connected through Heltio Bridge. The receipt list is in the app, but the screen for connecting the bridge and registering devices is switched off — for now a clinic fiscalises sales outside Heltio.
VAT summary and JPK
The clinic's monthly VAT summary and a CSV file to import into accounting software. Heltio does not produce the official JPK_V7 XML file — it supplies the data your accountant builds that file from.
KSeF configuration
Connecting the clinic to the National e-Invoice System: a token from the KSeF portal, the choice of test or production environment, a connection test and a view of submission status.