Fakturownia invoice generator: can't download the invoice

What happened

KSeF processes invoices asynchronously. After Fakturownia submits the invoice there is a short delay - usually seconds to a few minutes, but occasionally longer during peak periods - before KSeF assigns the official number.

How to fix it

1. Wait a few minutes and refresh the page in our system.
2. Check the invoice in Fakturownia — once it shows Accepted by KSeF, the link will be available.
3. If still pending after 30 minutes, there might be some errors regarding your Fakturownia or KSeF settings - read bellow. ⬇️

What happened

The invoice was created in Fakturownia but failed validation by the KSeF government system. This typically occurs when required fields are missing or incorrectly formatted - for example, an invalid postal code, missing street address, wrong NIP (tax ID), or mismatched buyer/seller data. Until KSeF assigns an official number, our system treats the invoice as unregistered and will not provide a download link.

Common causes

1. Incomplete seller address — street, city, and postal code are all required by the KSeF schema.
2. Invalid or missing NIP — the buyer's tax ID must be a valid Polish NIP if registered as a company.
3. Missing required fields — e.g. no payment method, missing issue date, or unsupported tax rate codes.
4. Schema validation error — Fakturownia validates against the FA(3) XML schema; any deviation causes rejection.

How to fix it

1. Open the invoice in Fakturownia and check the KSeF status field - the error message describes exactly which field failed.
2. Edit the invoice to correct the invalid data (address, NIP, etc.).
3. Re-send to KSeF via the send to KSeF button, or wait for automatic re-send.
4. Once KSeF accepts it and assigns a number, the download link will appear in our system.

What happened

For buyers who are not Polish VAT residents (e.g. EU companies or individuals outside Poland), KSeF registration is optional rather than mandatory. In Fakturownia, this can result in the KSeF sending mode being set to manual for that buyer's invoices. If the invoice is never manually sent to KSeF, no KSeF number is generated - and our system requires a valid KSeF number to provide a download link.

How YOu CAN FIX IT:

1. In Fakturownia, go to Settings → Integrations → KSeF → Settings.
2. Find the KSeF sending mode and change it from Manual to Automatic.
3. For the current invoice, open it and click Send to KSeF manually to register it now.
4. Once the KSeF number is assigned, the download link will be available in our system too.

What happened

The KSeF integration in Fakturownia uses authorization certificates or tokens that can expire. When these credentials lapse, Fakturownia can no longer send invoices to KSeF — meaning no new KSeF numbers are assigned and our system cannot retrieve download links.

How to fix it

1. In Fakturownia go to Settings → Integrations → KSeF and check the connection status.
2. If an authorization error is shown, click Re-authorize and follow the step-by-step process.
3. For certificate-based auth: generate new certificates in the KSeF Taxpayer Application (Aplikacja Podatnika) and re-upload them to Fakturownia.
   
   
    
4. Once re-authorized, resend any affected invoices to KSeF.

What happened

KSeF requires that every corrective invoice (credit note / korekta) references the KSeF number of the original invoice. If the original invoice was never registered in KSeF — or was registered with errors — the credit note will also be rejected or stuck without a download link.

How to fix it

1. First resolve the original invoice - ensure it has been successfully submitted to KSeF and has a valid KSeF number (see errors above).
2. In Fakturownia, open the credit note and verify the gov_corrected_invoice_number field references the correct original KSeF number.

3. Re-send the credit note to KSeF - Fakturownia will automatically link it to the original.

   Important: To issue a credit invoice through Fakturownia, the original invoice must also exist in Fakturownia. If it does not, the credit note must be created in the same system where the original invoice was issued.