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Offline Invoices

Offline invoices (emergency mode) are a mechanism for issuing invoices when KSeF is unavailable β€” for example, due to a KSeF environment outage or a planned downtime simulation.

When to Use Offline Mode​

Offline mode is available when:

  • ❌ KSeF is unavailable β€” an environment outage (test, demo, or production).
  • πŸ”§ Downtime simulation β€” the administrator has enabled simulation mode for testing.
  • βœ… You have a signing certificate (type: signing) β€” required to sign an offline invoice.
tip

If you see a red message on the invoice screen indicating no connection to KSeF and you possess a signing certificate, you can issue invoices in offline mode. More information can be found in the KSeF Access Outage section.

Offline Invoice Issuance Process​

  1. The Invoice Creator (steps 1–4) works exactly the same as in online mode.
  2. In the Submission step, the application automatically detects the lack of connection to KSeF.
  3. The invoice is digitally signed with a signing certificate (XAdES-BES).
  4. QR Codes are generated:
    • CODE I (OFFLINE) β€” identifies the invoice.
    • CODE II (CERTIFICATE) β€” confirms the certificate signature.
  5. The invoice is moved to the offline queue with the status "Signed."

Offline Invoice List​

The Offline Invoices section in the side menu displays all invoices issued in offline mode.

Invoice Statuses​

StatusDescription
⏳ PendingThe invoice is waiting to be signed.
πŸ”΅ SignedThe invoice is signed and ready to be sent to KSeF.
🟒 SentThe invoice has been sent to KSeF in a batch.
πŸ”΄ ErrorThe invoice was rejected by KSeF.
🟠 ProcessingThe batch is currently being processed by KSeF.

Actions​

  • Refresh β€” update the offline invoice list.
  • Send Batch β€” send all signed/pending invoices to KSeF as a batch (Batch session).
  • Preview β€” preview the invoice (eye icon).
  • QR Code β€” display the invoice's QR codes (if signed).
  • Delete β€” remove an invoice that has an error.

Sending a Batch to KSeF​

Once the connection to KSeF is restored:

  1. Click the Send Batch button.
  2. Confirm the submission β€” all signed invoices will be sent in a single Batch session.
  3. The application monitors the processing status in the background.
  4. Upon completion β€” successfully sent invoices are removed from the queue, while rejected ones are marked with an error.
Important

Offline invoices must be sent to KSeF within 7 days of the issuance date. After this deadline, the system will not accept them.

Tracking Batch Status​

After sending a batch, you can track its status:

  • Click the reference number of the batch in the "Batch Ref No." column.
  • This will take you to the Session Status view with the batch details automatically expanded.
  • There, you can see the status of every invoice within the batch.

QR Codes​

Every signed offline invoice has two QR codes:

  • CODE I β€” invoice verification link (qr.ksef.mf.gov.pl/invoice/...).
  • CODE II β€” certificate verification link (qr.ksef.mf.gov.pl/certificate/...).

QR codes can be viewed by clicking the QR Code option in the invoice's context menu.