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Knowledge base

Step-by-step guides based on how Zaksio works today.

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Getting started

Account, company details, Team inbox and approving AI proposals.

First steps: account, company details and business profile
How to create a Zaksio account, fill in the company details needed for invoices and JPK, and choose the business profile that controls which modules are visible.
Team inbox: how to approve AI proposals and set autonomy
How the approval queue works: the Approve and Reject buttons, who can approve what, how to set automatic mode and when the morning email arrives.
Reporting problems and questions: how it works and what happens to a report
How to report a problem from within the app (Help, Report a problem, Alt+Z shortcut), what we attach automatically, what the report statuses are and where to check the reply.
Tax profile and company data from public registers
How the First steps wizard fetches company data by NIP from the VAT register and KRS, how you confirm it, and why Zaksio checks the tax office code before it generates a JPK or PIT file.

Accounting and finance

KSeF, bank, purchase invoices, scans, VAT and JPK, fixed assets, reports and periods.

How to connect KSeF and fetch purchase invoices
Configuring the KSeF token in Zaksio, verifying the connection and fetching purchase invoices. The integration runs on the Ministry of Finance test environment.
Importing a bank statement (MT940 and CSV) and matching payments
How to add an account, import an MT940 or CSV file, and how the system detects duplicates and matches incoming payments and expenses to invoices.
Purchase invoices: import, account assignment and posting
How purchase invoices get into the system, how the account assignment proposal works, posting, foreign currency invoices and checking the account against the VAT white list.
Document archive and reading an invoice from a scan
How to add a document to the archive, how AI invoice reading works, what checks the system performs and how many AI credits it costs.
Email address for sending invoices to Zaksio
How your company's own address for sending invoices works: where to find it, what it accepts, how to change it and what must be configured on the server side.
VAT and JPK_V7: how to prepare a draft return
How to generate a JPK_V7M or V7K draft, what data is required, how to approve it and download an XML file ready for filing, validated against the official XSD schema.
Financial reports and closing accounting periods
What the reports show (profit and loss, balance sheet, summary), how the liquidity forecast works, the general ledger, and closing and reopening periods.
Accounting firm client portal: documents, conversations and approvals
How a client of the firm uploads documents and responds to requests, how the firm handles the "New documents from clients" queue, missing items in the month and conversations, and who sees what data.
Firm branding: client portal, login and emails in your firm's colours
How an accounting firm sets its own logo, colours, contact details and login screen address, what clients see in the portal and in emails, and what safeguards protect the branding.
Returns and JPK files: what Zaksio generates and how to file them
Which tax files Zaksio prepares (JPK, VAT-UE, OSS, PIT and CIT drafts), where to find them in the app and why you do the signing and filing.
VAT-UE, OSS and foreign invoices: currencies, scenarios and VIES
How Zaksio calculates invoices in foreign currencies (NBP rate), selects the VAT scenario (intra-EU supply, export, intra-EU acquisition, import of services), checks VIES and prepares VAT-UE and OSS.
Letters to the tax office and powers of attorney: the draft generator
How the letter generator works: UPL-1, PPS-1, application for a ruling, notice of correction and reply to a summons, with a PDF preview and approval by a human.
Migrating client data from another program: JPK, CSV and XLSX
How to move a client's company from wFirma, Optima, Symfonia, enova365, ifirma, Fakturownia, Subiekt or Rewizor: JPK files or an export to CSV and Excel, preview, background import and rollback.
Powers of attorney of the firm's clients: register of UPL-1, PPS-1 and ZUS-PEL
How to keep a register of powers of attorney for all of the firm's clients: scope, validity, scan, letter from a template, expiry reminders and a consolidated view of what is missing.
Billing the firm's clients: price list, fee calculation and invoices for services
How to set the firm's service price list, calculate the monthly fee from the client's number of documents, employees and returns, and approve the proposed invoices for services.
Fixed assets: register and straight-line depreciation
How to add a fixed asset, calculate monthly straight-line depreciation, what Anna does and how to retire an asset.

Sales

Sales invoices and credit notes, debt collection, recurring invoices.

Sales invoice: from draft to sending to KSeF
How to prepare and issue a sales invoice, send it to KSeF (test environment), download the PDF or send it by email, and how the payment status is set.
Credit note: upward and downward corrections
How to issue a credit note for an invoice, how the before-and-after comparison works, when a credit note settles VAT retroactively and how it reaches KSeF as KOR.
Debt collection: reminders and payment demands
How the Receivables and Debt collection page works, when Marek proposes a reminder and when a payment demand, who approves it, and how to send a message manually.
Recurring invoices: templates, schedule and approval
How to set up a recurring invoice template, what happens on the cycle day, how to pause, resume or delete a template, and when an invoice is issued automatically.

Orders and warehouse

Orders and "To do today", picking and packing, reservations, channel pools, wholesale price lists and returns.

Orders and the "Do zrobienia" (To do) screen: statuses, decisions, holds and cancellation
How the order list from all channels works, the "To do" screen, manual orders, statuses, "needs a decision", holding, cancelling and the audit log.
Picking and packing: route picking, scans, parcels and shipment with WZ
How a warehouse worker picks goods along the location route, packs with scans, enters parcels, completes shipment with a WZ document, and what happens with a partial shipment.
Goods reservations: availability, expiry, mismatches, bundles and MM transfers
How stock reservations for orders work, what availability is calculated from, when a reservation expires, what a mismatch with physical stock means and how bundles are calculated.
Channel pools and warehouse allocation rules: how much a channel sees and where an order ships from
How to set up a channel's stock pools (percentage, fixed number, everything, buffer) and warehouse allocation rules with priority and behaviour when goods are out of stock.
Price lists and wholesale: customer groups, quantity tiers and trade credit limits
How to set up customer groups, price lists with quantity tiers and counterparty terms, in what order a price is chosen, and what happens when a trade credit limit is exceeded.
Order returns and complaints: reporting, warehouse receipt and completion
How to register a return or complaint for an order, receive goods as usable or damaged, complete or reject a return, and how to handle the invoice correction and payment refund.

Sales channels and marketplaces

Connecting shops and marketplaces step by step: where to get the keys, the first synchronisation and its effects.

Sales channels: types, connecting to a platform and mapping listings
What a sales channel is in Zaksio, what types there are, how to connect a shop or marketplace, check the connection, run synchronisation and map listings.
First channel synchronisation: what will happen to stock levels on the platform
The channel's first "Start" creates a change plan for you to review: nothing is sent to the platform without your approval. Prices are not sent by default, unmapped listings are not zeroed, and orders go back 7 days.
Buyer data in synchronisation errors: masking and retention
How Zaksio protects buyer data from platforms in the error view, the log and exports, who can see the full data and how long we keep the data of failed imports.
Allegro: keys, OAuth authorisation and synchronisation
Where to get the Client ID and Client Secret, how to authorise your Allegro account (authorisation code or device code), how to use the sandbox and what exactly the connector synchronises.
WooCommerce: REST API keys and shop synchronisation
How to generate a REST API key in WooCommerce, what requirements the shop must meet (HTTPS, permalinks) and what the connector fetches from and sends to the shop.
Shopify: Admin API access and shop synchronisation
How to create an app and an Admin API token in Shopify, which scopes and approvals you need, how to enter the myshopify.com domain and what the connector synchronises.
PrestaShop: webservice key and shop synchronisation
How to enable the webservice and grant permissions to the key in PrestaShop 1.7, 8 and 9, how to enter the shop address and what the connector does. The connector does not send prices.
Vinted and other channels without an API: importing orders from a CSV file and the customer API channel
How to upload orders and listings from a CSV file (e.g. from Vinted), what the file format should be, how the preview works and why the import does not duplicate orders. Plus the Customer API channel.
Amazon.pl (SP-API): LWA keys, refresh token and synchronisation
How to get access to the Amazon.pl SP-API (developer profile, roles, refresh token), which fields to enter and what the connector synchronises: FBM orders, stock levels, prices, parcels.
Erli: API key from the shop and synchronisation of orders, stock levels and prices
How to generate an API key in the Erli panel, what to enter in Zaksio and what the connector synchronises: orders, stock levels, prices and parcel numbers. No approval on the Erli side.
Empik Place (Mirakl): API key, instance address and synchronisation
How to connect Empik Place (Mirakl): sales agreement, API key from the panel and instance address. What the connector does (orders, stock levels, parcels) and what it does not (prices, order acceptance).
Zalando: zDirect access, Client ID and synchronisation by EAN
The Zalando connector works only for partners with an agreement and access to the zDirect Portal. How to get the keys, which fields to enter and what it synchronises: orders, stock levels and prices by EAN, parcels.
Temu: Open Platform app, access token and synchronisation
How to connect Temu: an approved app in Open Platform, the DPA agreement, App key, App secret and Access token. What the connector synchronises (orders, listings, stock levels, shipping) and that it does not send prices.
AliExpress: Self Developer app, OAuth and synchronisation
How to connect AliExpress: a Self Developer app approved by the platform, App Key, App Secret and OAuth authorisation. What the connector synchronises and its limitations.
Google Merchant Center: service account, data source and sending of stock levels and prices
How to connect Google Merchant Center via Merchant API v1: service account, API-type data source and project registration. The connector only updates availability and price, with no orders.
Facebook and Instagram: Meta catalogue, system user token and synchronisation
How to connect a Meta catalogue from Commerce Manager: app, system user and token. The connector updates stock levels and prices of existing products in the catalogue, with no orders.

Cash register, POS and shipments

Sales at the POS till, fiscal cash registers and Zaksio Bridge, print rules and couriers: accounts, rules, labels and cash on delivery.

POS register: sales, returns, cash shift, offline mode and receipt printing
How to sell at the POS register: opening a shift, scanning, customer and NIP, discount, payments, refund, holding a basket, closing a shift, the offline queue and printing a non-fiscal receipt.
Fiscal cash registers, printers and Bridge: how this module works
Overview of the "Cash registers and printers" module: point of sale, station, device, the Bridge program at the register, supported drivers and a list of things to check before the first sale.
Installing and pairing Bridge step by step
How to run the Bridge program at the register: requirements, configuration, one-time pairing code, running as a service, heartbeat, token rotation and offline mode.
Points of sale, stations and devices in the app
How to add a point of sale with a warehouse and channels, checkout stations, and cash registers and printers, with the required fields and the rules for linking them together.
Print rules: which document on which printer
How print rules work: conditions, priority, target and backup devices, matching order, preview, and the coverage validator with warnings.
Print queue and "Needs a decision" jobs
Print job statuses, what to do with a "Needs a decision" job, why a retry requires confirmation that it "was not printed", and how to respond to failures and alarms.
X and Z reports, report archive and cash shifts
How to order an X report or a daily Z report from the register, where the result goes, why there is only one Z per day and register, and how cash shifts work.
Courier accounts and keys: InPost, DHL, GLS, UPS
How to add a courier account in Zaksio, where to get API access from the courier (InPost, DHL Parcel, DHL Express, GLS, UPS), and what the test mode and "Check connection" mean.
Courier and service selection rules: how Zaksio decides
How courier selection rules work: conditions, priority, backup couriers, no rule as "needs decision", and the "why this courier" preview.
Courier parcels: creation, labels and tracking
How a parcel is created from a packed job, where to get the PDF or ZPL label, how tracking and order status changes work, and what to do when a parcel fails.
Cash on delivery (COD) and courier returns: settling payments
How Zaksio calculates the cash on delivery amount, matches a courier payment to the bank statement, when it proposes posting, and how to generate a return label for a customer return.

HR and payroll

Employees, contracts, payroll runs, absences, sick leave, leave, PPK, and files for ZUS and the tax office.

HR and payroll: employees, contracts and the monthly payroll run
How to add an employee and a contract, prepare a payroll run using 2026 parameters, handle absences and approve the run. Calculations require HR review.
Sick pay, benefits and e-ZLA in the payroll run
How the payroll calculates sick pay and benefits (12-month base, 80% and 100%, 33 and 14 days) and how to enter e-ZLA manually or from a PUE file.
Leave, overtime and PPK: balance, supplements and transfers
Leave balance and equivalent, overtime with 50 and 100% supplements and a 150-hour limit, plus PPK handling: enrolment, opt-out, contributions and transfers by the 15th.
ZUS and PIT files: DRA, RCA, PIT-11, PIT-4R and marking as filed
Which HR files Zaksio generates (KEDU 5.7 for ZUS, PIT-11, PIT-4R, PIT-8AR, IFT-1R), how to download them, import them into Płatnik or PUE, and mark them as filed.
HR documents with PDF preview and the HR deadlines calendar
Employment certificate, certificates, notice of termination, mutual agreement, annex, leave request and PIT-2 with a PDF preview, plus a calendar of ZUS, PIT and PPK deadlines.

Account and licence

Signing in, password reset and two-factor authentication (2FA)
How to enable 2FA (TOTP), what to do if you lose your phone, how to reset your password and confirm your email address, and how sessions and lockouts work.
Temporary password and password requirements
How an account created by another person with a temporary password works, how to set your own password, what the requirements are and how to read the password strength meter.
Team: invitations, roles and switching companies
How to invite people to a company, what the roles and permissions are, how protection of the last owner works and how to switch between companies and organisations.
Licence and payments: trial period, plan, grace period and read-only mode
How full access at the start and the free Start plan work, buying a plan via Stripe, the client portal, licence states with a 14-day grace period and what read-only mode blocks.
Data export: what you can download and how
Overview of available downloads: full JSON export, reports to CSV, XLSX and PDF, invoice PDF, files from the archive and JPK XML, and how to submit a data deletion request.
Bulk work for an accounting firm: client assignment, deadlines, bulk operations
How the firm organises work across many companies: roles in the firm, client managers, a combined deadline calendar, JPK and EC Sales List for many companies at once, reminders about missing items and the monthly quality check.
API keys, the public API and webhooks: how to connect your own system to Zaksio
How to create an API key, give it scopes and restrictions, rotate and revoke it, how to call the public API v1 and how to receive events via a signed webhook.