How do automatic payment reminders work?

Terminovo watches every invoice deadline and sends polite reminders on your behalf — via email and SMS, with a direct payment link so your client can pay by card or bank transfer in seconds, without looking up account numbers. Set your reminder schedule once and the system takes it from there: a considerate nudge before the due date, a calm but firm follow-up once it passes, and a formal demand if the client goes quiet. The system respects quiet hours and skips Sundays, so reminders land at appropriate times. You can exclude specific clients, adjust the tone of each message, and pause a sequence at any moment. See how it works or read our guide with ready-to-use templates .

Will automatic reminders hurt my client relationships?

That is a natural concern — and exactly why Terminovo is designed to be tactful, not aggressive. You decide which clients receive automatic reminders and which ones you prefer to exclude. You can set the tone of each message: friendly and warm before the due date, calm but firm afterwards, and formal only as a last resort. Reminders respect quiet hours and skip Sundays, so clients never receive messages at inappropriate times. Clients can also click "I will pay by [date]" — the system automatically pauses all messages until the promised date, removing awkward follow-ups. You protect the relationship — the system protects the cash flow.

Do I have to give up Fakturownia/wFirma?

No — Terminovo works alongside your existing invoicing tool, not instead of it. You do not need to change how you create invoices or migrate any data. Export your invoices from Fakturownia, wFirma, iFirma, or any other platform and upload them to Terminovo — it takes a few minutes. From that point, Terminovo handles the reminder sequences while you keep issuing invoices the way you always have. If you prefer to consolidate, you can also use the built-in KSeF invoicing module in Terminovo, which is free on every tier and fully compliant with mandatory e-invoicing requirements. Automatic direct sync with popular invoicing platforms is on our roadmap, and we notify registered users first when new integrations launch.

What is the difference between Free and paid tiers?

The Free tier (PLN 0 per month) gives you full access to KSeF e-invoicing — issue and receive invoices without any document limits, at no cost. You also get a dashboard showing all your invoices and their payment status: who has paid, who is overdue, and by how many days. What Free does not include is automated reminder sending. On paid plans, Terminovo contacts your clients for you: Starter (PLN 49/mo) handles up to 15 active sequences, Professional (PLN 119/mo) handles up to 75, and Business (PLN 499/mo) handles unlimited sequences. Paid plans also unlock the scheduled-with-preview mode, priority support, and analytics. You can start free and upgrade at any time, with no data loss and no long-term commitment.

How do the 15/75 active sequence limits work?

The limit refers to the number of invoices that currently have an active reminder sequence running — meaning the system is automatically sending or has scheduled upcoming messages for those clients. On the Starter plan the cap is 15 invoices at once; on Professional it is 75. A slot frees up automatically in two situations: when an invoice is marked as paid, or when you manually pause the sequence for a given client. This means your capacity adjusts dynamically as invoices get settled — if three clients pay on the same day, you immediately have three new slots available. Invoices that are not inside an active sequence remain visible on your dashboard and can be activated at any point without losing any history.

Is KSeF free on every tier?

Yes — issuing and receiving KSeF e-invoices is included on the Free tier (PLN 0 per month) and on all paid plans, with no additional fees and no document limits. Terminovo supports KSeF 2.0 in line with the current requirements from the Polish Ministry of Finance and includes an offline mode for when the government system is temporarily unavailable. The paid plans — Starter from PLN 49/mo, Professional at PLN 119/mo, Business at PLN 499/mo — add automated client reminders and payment recovery features on top. KSeF invoicing itself stays free because we believe that access to compliant e-invoicing should not be a barrier for any Polish business, regardless of size.

How does the scheduled-with-preview model work?

Each morning you receive a digest listing every reminder the system has scheduled to send that day. Before anything reaches your clients, you have a window to review and intervene: you can mark an invoice as paid if the client settled outside the system, skip a single reminder without interrupting the rest of the sequence, or pause the entire sequence for a particular client. If you take no action, the system sends all planned messages automatically at the right time — respecting quiet hours and skipping Sundays. This mode is for people who want full visibility and daily control before anything goes out. It is available on the Professional plan and above, while lower plans run fully automatic sequences without the daily preview.

Is Business tier available now?

Business (PLN 499/mo, unlimited active sequences) is currently in waitlist mode. We are onboarding an initial group of users carefully to make sure the experience is right before opening it broadly. If you need the Business plan now, you can join the waitlist from your account settings and we will reach out as soon as a place opens. In the meantime, the Professional plan (PLN 119/mo, up to 75 active sequences) covers the needs of most small and mid-sized businesses and is available immediately. We expand Business access in batches, so the sooner you sign up, the sooner you get in.

Can I change my plan later?

Yes — you can upgrade or downgrade your plan at any time from account settings. Changes take effect immediately after confirmation, without waiting for the end of a billing period. When you upgrade, you instantly gain access to a higher number of active sequences and any additional features included in the new plan. When you downgrade, active sequences above the new limit are automatically paused — not deleted — so you can reactivate them if you return to a higher plan later. There are no long-term contracts and no cancellation fees. Start on Free, add reminders when you are ready, and adjust the plan as your business grows.

KSeF & Payment Recovery — Questions and Answers

Everything you need to know about KSeF, e-invoicing, and AI debt collection.

KSeF (Krajowy System e-Faktur, or National e-Invoice System) is the Polish Ministry of Finance platform for issuing and receiving structured electronic invoices. Every invoice sent through KSeF receives a unique KSeF number that serves as legal proof of validity. From February 1, 2026, the obligation applies to large companies with revenue over 200M PLN — they must issue and receive invoices exclusively through KSeF. From April 1, 2026, the issuing obligation extends to all remaining VAT taxpayers, regardless of company size. Micro-entrepreneurs with monthly sales up to PLN 10,000 have until January 1, 2027 for issuing, but must still receive through KSeF earlier. A key rule: from February 1, 2026, every business in Poland must be technically ready to receive purchase invoices via KSeF — even if they are not yet required to issue them. Terminovo supports KSeF 2.0 and is ready for all these deadlines.

Yes — KSeF applies to every business in Poland, regardless of size. From February 1, 2026, all businesses must be technically ready to receive invoices through KSeF, even if they are not yet required to issue them. In practice, this means a supplier could send you a KSeF-only invoice and you must be able to receive and process it. From April 1, 2026, the issuing obligation covers the vast majority of VAT taxpayers. The one exception: micro-entrepreneurs with monthly sales up to PLN 10,000 may wait until January 1, 2027 to start issuing — but they still need to receive invoices from KSeF earlier. The practical advice: do not leave this until the last minute. Getting set up now takes minutes and avoids the risk of non-compliance. Terminovo offers full KSeF invoicing for free on every plan, including offline mode for when the government system is temporarily unavailable.

Until the end of 2026, there is an official transition period — financial penalties will not be imposed, but the legal obligation still applies and should be met. From January 1, 2027, the consequences become serious: the penalty for issuing an invoice outside KSeF when the obligation applies can reach up to 100% of the VAT amount on that invoice. Beyond the direct financial penalty, an invoice issued outside KSeF when it should have gone through the system may be challenged by the tax authority and treated as legally invalid. Your counterparty could refuse to accept it and deny a VAT deduction — meaning you risk losing both the payment and the tax deduction simultaneously. This makes non-compliance a significant business risk, not just an administrative issue. The safest approach is to get compliant now. Terminovo makes that straightforward with free KSeF invoicing on every plan, including unlimited documents.

Terminovo includes a built-in offline mode designed specifically for KSeF outages and maintenance windows. When the government system is unavailable — whether due to scheduled downtime or unexpected failures — you can continue issuing invoices locally in Terminovo without any interruption to your work. Each invoice issued in offline mode is saved with a temporary reference and a clear status marking it as pending synchronisation. As soon as KSeF comes back online, Terminovo automatically queues and transmits all pending documents, and each one receives its official KSeF number. You do not need to take any manual action — the system manages the queue and confirms every successful upload. This is especially important for businesses that invoice in real time or work with clients who expect immediate document delivery. Your operations continue without pause, regardless of the state of the government infrastructure.

KSeF invoices cannot be deleted or edited after submission — they are permanent, immutable records in the Ministry of Finance system. This is an intentional safeguard against document manipulation. To correct any error — whether it is an amount, buyer details, service description, or tax rate — you must issue a correction invoice through KSeF. Terminovo makes this straightforward: find the original invoice in your list, click "Create correction", enter the corrected values, and confirm. The correction is automatically sent to KSeF with the proper references to the original document and receives its own KSeF number. If the error involves formal details rather than financial values, a credit note may be appropriate instead — Terminovo supports both flows. One important note: your counterparty must accept the correction in their own system. Terminovo clearly shows the acceptance status of each correction so you always know where things stand.

No — KSeF is mandatory only for B2B transactions, meaning between entities conducting business activity. Invoices issued to private individuals who are not running a business are not required to go through KSeF and can continue to be issued in the traditional way. This also applies to simplified invoices and receipts. If you run a mixed business — issuing invoices to both companies and individual consumers — there is no conflict. Terminovo handles both streams simultaneously: B2B invoices are automatically routed to KSeF and receive an official KSeF number, while B2C invoices are managed separately and remain available for download or email delivery. You do not need to maintain two separate systems or accounts. One Terminovo account handles your entire sales operation, regardless of how your customer base is structured, and adapts automatically based on whether the buyer is a registered business or a private individual.

Terminovo is not a replacement for Fakturownia, iFirma, or inFakt — it works alongside them. Those platforms are well-established invoicing tools that many businesses rely on, and there is no need to change a workflow that already works for you. Terminovo picks up where invoicing ends: once a bill is issued, you export your invoices from your existing platform (CSV or PDF) and upload them to Terminovo — a process that takes a few minutes. From that point, Terminovo automatically tracks every due date, sends tactful reminders by email and SMS, escalates the tone if a client goes quiet, and maintains a complete receivables dashboard with each client's payment history. The key difference: Fakturownia and iFirma send alerts to you — Terminovo sends reminders directly to your clients, with a payment link included. Automatic direct synchronisation with popular invoicing platforms is on our development roadmap.

Yes — Terminovo is fully integrated with KSeF 2.0 and supports the current FA(2) schema required by the Polish Ministry of Finance. Every invoice created in Terminovo is automatically validated for compliance, submitted to the National e-Invoice System, and receives an official KSeF number confirming its legal status. We support both online mode for immediate transmission and offline mode — when KSeF is temporarily unavailable, invoices are queued locally and synchronised automatically once the connection is restored. Terminovo also handles reception of purchase invoices from your suppliers, KSeF authorisation certificates, and multi-user access with configurable permission levels. Schema updates are applied by our team as soon as the Ministry of Finance publishes them, with no action required on your part. The entire KSeF module is available free of charge on every plan, with no document limits.

The system watches every invoice deadline and automatically sends tactful reminders before the due date and after it passes — without you needing to remember or act. When a client does not respond, the sequence escalates gently: a considerate email before the deadline → a calm follow-up the day after → a firmer reminder a few days later → an SMS with a payment link → a formal payment demand if the silence continues. Each reminder includes a direct payment link so your client can settle in one click, or choose a date they commit to paying by — the promise-to-pay feature. The tone and timing of every step are fully customisable to suit your communication style. The system respects quiet hours and skips Sundays, so reminders always land at appropriate moments. Your client relationships stay intact while payments move forward.

Yes — Terminovo sends automatic reminders both before and after payment deadlines, so you never have to bring up the money yourself. You have full control over the schedule: for example, a reminder 3 days before the due date, then 1 day after, 7 days after, and 14 days after. On every paid plan you can toggle individual steps on or off. Message content is fully editable — Terminovo provides ready-made templates you can customise to match your communication style. Reminders are sent by email and SMS, each containing a direct payment link (card, bank transfer) and the KSeF invoice number for easy reference. The system respects quiet hours and skips Sundays, so your clients never receive messages at inappropriate times. You can also manually pause a sequence for a specific client at any moment, or exclude certain clients from automated reminders entirely if you prefer to handle them personally.

Yes — Terminovo uses bank-level security because we understand that you are handling sensitive financial data for your business and your clients. All connections are protected with 256-bit SSL/TLS encryption, and your data is stored exclusively on servers located in Poland (European Union), ensuring full compliance with GDPR. We conduct regular security audits and penetration tests to maintain a high standard of protection. Your KSeF authorisation tokens — required for communication with the Ministry of Finance system — are encrypted and stored in an isolated environment with no export capability. We never share your data or your clients' data with third parties, advertising partners, or data brokers. Terminovo is a Polish company, which means your data never leaves the European Union. You retain full rights to export or delete your data at any time from account settings.

Yes — you can invite your accountant or external accounting firm and grant them precisely the level of access they need, without sharing your account password. Invitations are sent from account settings, and you define the permissions yourself. An accountant with restricted access can view issued invoices, download reports and statements, export documents to their own accounting system, and manage KSeF submissions and incoming purchase invoices. They do not have access to your reminder schedules, client payment history, or payment settings. You can also grant broader access to a business partner or employee for full account management. Every access change is recorded in an audit log. This setup is ideal for businesses that work with external bookkeeping firms who need reliable, structured access to financial documents without getting involved in the payment reminders side of the account.

Yes — the Business plan supports managing multiple legal entities from a single account and dashboard. Each company has its own independent KSeF integration, a dedicated invoicing module, a separate receivables panel, and an isolated client history. Data between companies is fully separated — there is no risk of mixing documents or sending a reminder from the wrong entity. Switching between companies is a single click with no need to log out and back in. This setup is particularly useful for holding groups and capital groups managing multiple subsidiaries, franchise operators reconciling individual branches, accounting firms maintaining books for several clients, and entrepreneurs running multiple businesses simultaneously. If you currently manage a smaller number of companies and expect to grow, you can start on the Professional plan and move up when the time is right — with no data loss and no disruption to active sequences.

Yes — you can start with Terminovo completely free, with no credit card required. The Free tier (PLN 0 per month) gives you full access to the KSeF module: issue and receive invoices with no document limits, at no cost. You also get a dashboard with the status of every invoice — who has paid, who is overdue, and by how many days — plus overdue alerts sent directly to you. Automated reminders sent to your clients are available from the Starter plan — PLN 49/mo for 15 active sequences. The Professional plan (PLN 119/mo for 75 active sequences) adds advanced escalation sequences, formal payment demands, payment links, and client history. You can upgrade to any paid plan at any time from account settings, and no data is ever lost when you switch plans.

Registration takes under 2 minutes — you provide an email address, set a password, and you are in. No credit card is required at the start. Connecting to KSeF requires a one-time authorisation through the Trusted Profile (Profil Zaufany) or a qualified electronic signature on the Ministry of Finance platform — this takes around 5 to 10 minutes if you already have an active Trusted Profile. Terminovo guides you through the entire process step by step with a clear in-app walkthrough. After connecting, you can immediately issue and receive KSeF invoices. Setting up automatic reminders for clients takes a few more minutes. If you already use Fakturownia, wFirma, or another invoicing tool, you can import existing invoices and launch reminder sequences for them right away. Live chat support is available during setup — we are there to answer any questions as you get started.

Yes. You can upgrade to a higher plan at any time - the change is immediate. When downgrading, the change takes effect from the next billing period.

We accept credit cards (Visa, Mastercard), bank transfers, and BLIK. For annual plans, traditional bank transfer with VAT invoice is available.

Yes. Terminovo allows importing contractors from CSV or Excel files. Data is automatically validated, and NIPs are verified against the VAT white list.

Yes. You can issue invoices in EUR, USD, GBP, and other currencies. The system automatically fetches NBP exchange rates and converts VAT amounts to PLN according to KSeF regulations.

Invoices in KSeF are stored by the Ministry of Finance for 10 years from the end of the year they were issued. Terminovo also creates backups so you always have access to your documents.

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