The KSeF Configuration screen does one thing: "Connect to the National e-Invoice System (KSeF) to submit invoices electronically". You do not generate the token here but in the KSeF portal — Heltio stores it and uses it on every submission.
At the top of the screen stands a reminder: "KSeF is mandatory for B2B VAT transactions from 1 February 2026. Medical services exempt from VAT (zw.) are still submitted to KSeF but with BrakID flag for anonymous patients".
How to do it
Generate a token in the KSeF portal
The token is created on the Ministry of Finance's side. The field in Heltio says it outright: "Generate this token in the KSeF portal under API Keys". Generate it for the same NIP you issue invoices under.
Choose an environment
The API Access section offers two options:
- Sandbox (Test) — "Test environment. Safe to use with real credentials".
- Production — "Live KSeF. Invoices submitted here are legally binding".
Once production is picked, the screen shows a warning: "Production mode: invoices submitted here create legal obligations". A test token will not work in production or the other way round — they are two separate tokens.
The screen sits in the clinic settings and has a fixed layout: (1) the list of entries on the left — KSeF Configuration sits in the Billing & Fiscal Setup group, (2) the API Access section with the environment choice, (3) the token field, (4) saving the change.
Paste the token and save
The KSeF API Token field accepts a pasted value and never shows it again. After saving, the same place reads Token is set, with a Replace token button next to it for rotation.
Test the connection
Test Connection opens and closes a session in KSeF. Success is acknowledged with Connection successful. KSeF is reachable. Do this before you issue the first invoice — otherwise you find out about a bad token only on a document that has already gone into circulation.
Watch the System Status
The System Status panel shows four things:
- Last successful session — or Never, if there has not been one yet.
- Token health — Valid, Expiring soon or Expired or invalid.
- Offline queue — how many invoices are waiting to be resubmitted.
- Environment — Sandbox or Production.
The Retry failed submissions button goes back to invoices that were rejected or held in offline mode; it is confirmed by Failed submissions queued for retry.
When something does not work
KSeF token not configured
What this means: **Test Connection** was clicked before any token was saved. This message comes straight from the server and is not translated.
Expired or invalid
What this means: The token health in the **System Status** panel. The token has expired, was revoked in the KSeF portal, or belongs to the other environment.
KSeF rejected this invoice. Issue a correction to fix and resubmit.
What this means: The document reached KSeF and was rejected — most often over the buyer's details or a mismatched NIP.
Offline mode
What this means: An invoice status on the list. The hint above it explains: KSeF was unavailable at the moment of issuing, the document is waiting in the queue, and the grace period is 7 days.
Could not load KSeF settings.
What this means: The screen received no answer from the server.
Who has access
Clinic Admin"KSeF configuration is restricted to Clinic Admins". Other roles see a padlock on the screen and are sent to an administrator. Saving the token is recorded in the audit log.
Invoices arriving from suppliers land separately, in the KSeF Inbox.
Related
- Invoices and KSeF — issuing and the status of individual documents.
- Online fiscal printer — receipts, the other side of the obligations.
- Tax report and JPK — summaries for the accountant.
Related features
Invoices and KSeF
Issuing invoices, proformas and corrections, submitting to the National e-Invoice System, and the KSeF Inbox with invoices from suppliers. Numbering, seller details and the VAT exemption basis are set once, under Billing.
Online fiscal printer
Printing receipts from Heltio on the fiscal printer standing at reception — through the Heltio Bridge helper app. The receipt list already works; the screen where you connect the bridge and the printer is temporarily closed.
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.