Implementing a new e-invoicing model at Bank BPS based on the inVoice platform
The Client
Bank BPS is the associating bank within the BPS Group, the largest association of cooperative banks in Poland. The bank maintains a unique operational profile, combining the functions of a commercial bank with those of an associating entity for cooperative banks. It consistently invests in modern technologies and digital solutions that enhance operational stability, streamline services for individual and corporate clients, and assist associated banks in adapting to dynamic market and regulatory changes.
The Challenges faced by Bank BPS
The introduction of the mandatory KSeF (National e-Invoicing System) represents a technological and operational revolution for the banking sector.
The primary challenges included: massive data volumes, the rigidity of the XML format, and the complexity of approval workflows. For Bank BPS, the key objective was to identify a tool that would simplify and automate e-invoice processing, thereby increasing organizational efficiency—particularly within billing and accounting.
In this context, ensuring full system compliance with the rapidly evolving requirements of the Ministry of Finance was critical. Following the significant updates introduced by the Ministry in late 2025 (known as “KSeF 2.0”), the Bank sought a provider capable of delivering seamless, long-term solution updates.
A final, decisive factor was the guarantee of rapid and effective deployment within a condensed timeframe.
For financial institutions, the implementation of KSeF is one of the most critical milestones in the digitalization of accounting processes. At our Bank, it was essential to select and deploy a solution that ensures not only regulatory compliance but also security, scalability, and a clear path for future growth. inVoice met these expectations, and in4mates’ extensive experience in working with large-scale organizations played a decisive role in our choice of partner.
Kamil Niewczas, Director of the Accounting and Reporting Department at Bank BPS
Implementing inVoice – The KSeF Hub at Bank BPS
In response to the identified challenges, Bank BPS chose to implement the inVoice platform by in4mates.
The primary project scope included:
- Implementing a centralized communication model with KSeF, based on the inVoice – KSeF HUB.
- Preparing the organization for a secure transition to electronic invoicing.
- Enabling seamless invoice transmission from Bank BPS’s internal systems and its affiliated entities.
The solution serves a dual purpose: it acts as a single, secure, and reliable gateway to the National e-Invoicing System (KSeF), while also functioning as a central e-invoice repository, allowing the Bank to access data regardless of KSeF’s external availability.
Matching the specifics of Bank BPS
The inVoice system was customized to meet Bank BPS’s specific requirements, enabling efficient processing of both accounts payable (AP) and accounts receivable (AR) documents, along with fluid communication with KSeF. The architecture is engineered for large-scale organizations that demand stability, high scalability, and complete data sovereignty. Furthermore, it provides a unified, simplified interface for all internal billing systems.
Additionally, as part of the project for Bank BPS, the product was enhanced with custom functionalities, including an automated routing mechanism for selected purchase invoices downloaded from KSeF to designated email addresses, as well as extended reporting capabilities for sales invoice statuses. The scope of work also encompassed deep integration with Bank BPS’s legacy systems and those of its partner entities.
21 days to implement
The project launched in December 2025, and by late January 2026—well ahead of the mandatory KSeF deadline for large organizations—the Bank was fully prepared to go live with its production environment and begin processing inbound and outbound invoices.
This exceptionally short time-to-deployment was made possible by the InVoice system, which was engineered specifically to address the most critical e-invoicing requirements. The platform’s extensive configuration capabilities allowed for a rapid alignment with Bank BPS’s unique operational specifications. As part of the integration process, the solution was seamlessly linked with the Bank’s core systems and workflows.
While the implementation was carried out within the Bank’s on-premise infrastructure, inVoice is designed to be cloud-ready, providing the Bank with the strategic flexibility to migrate to a cloud environment in the future.
Collaboration Model
The implementation at Bank BPS was executed under a model designed to minimize operational risk. in4mates delivered a solution that not only addresses current legal requirements but is also architected for future updates, including evolving e-invoice schemas. This approach has effectively offloaded the Bank’s IT department, removing the burden of constant legislative monitoring and compliance tracking.
The deployment process was designed to ensure zero disruption to business continuity. Operational fluidity was fully maintained throughout the project, while the involvement required from the Bank’s internal team was kept to a necessary minimum.
The implementation carried out by in4mates delivered more than just the substantive value of the solution itself. The high quality of the team’s work is equally noteworthy: above all, their accountability, the availability of their consultants, efficient communication, and the rapid resolution of issues—especially those that were impossible to predict due to the project’s unique complexity. As a result, we maintained full confidence throughout the process that the solution would be successfully delivered.
Kamil Niewczas, Director of the Accounting and Reporting Department at Bank BPS
What did Bank BPS gain with inVoice?
The implementation of the inVoice system provided Bank BPS with tangible operational, technological, and business benefits that extend far beyond simple regulatory compliance.
Guaranteed continuity and compliance
The Bank gained full assurance that its invoicing processes will remain consistently aligned with the latest legal regulations.
Process Optimization through Full Automation
Automating the generation, transmission, and retrieval of e-invoices eliminated the risk of human error and freed up subject-matter experts from tedious, manual tasks.
Stability in a Complex IT Environment
By acting as a centralized KSeF HUB, inVoice streamlined communication between the Bank’s internal systems and optimized the management of invoices issued by partner entities.
Process and Data Security
The system ensures the highest protection standards through encrypted communication, secure authorization certificate management, and advanced document de-duplication mechanisms.
Independence from KSeF Availability
With a local repository for invoices and Official Acknowledgements of Receipt (UPO) within inVoice, the Bank maintains 24/7 access to its financial documents, even during Ministry of Finance technical downtimes.
Uncompromising Performance
The system is optimized for high-volume processing. Bank BPS can process thousands of invoices at the maximum speed permitted by the KSeF infrastructure, without any performance degradation of its internal core systems.
For Bank BPS, implementing inVoice was not just about digitizing invoice transmission; it was about building a stable foundation for further financial process automation and a strategic transformation toward modern, efficient digital operations.
KSeF introduces a high level of technical and organizational complexity, which is why financial institutions require tools that are proven, resilient to various types of errors, and engineered to handle massive document volumes. We designed the inVoice system specifically with these organizations in mind. The successful implementation at Bank BPS is further evidence that inVoice meets the rigorous standards of financial institutions and enterprises that demand reliability, security, and full regulatory compliance.
Michał Drabikowski, Managing Partner at in4mates
Key Project Metrics
100%
Readiness for KSeF
regulatory requirements
21-Day
Deployment
(Total time-to-production)
8
Member
Integrated Team
100%
Error-Free
invoice transmission
Zero
Duplicate
Invoices processed
<10 Seconds
to retrieve any invoice
UPO (Official Receipt)
Bank BPS is yet another financial institution to have implemented the inVoice system. Organizations operating in highly regulated sectors require solutions that offer predictability and full control over their processes. The Bank’s decision is a clear signal that inVoice meets these criteria and excels wherever high-quality solutions are paramount. It performs exceptionally well in both large-scale institutions and smaller entities alike.
Tomasz Król, Business Development Manager at in4mates