KSeF CRM End User License Agreement

Effective date: 17 October 2026

This End User License Agreement (the "Agreement") is concluded between ARTISMEDIA Sp. z o.o. (the "Licensor") and the organization or person that installs or uses the Application on its Bitrix24 account (the "Licensee").

By installing or using the Application you accept this Agreement. If you do not agree, do not install or use the Application. If you accept on behalf of an organization, you confirm that you are authorised to bind it.

KSeF CRM is independent software and is not affiliated with or endorsed by the Polish Ministry of Finance. "KSeF" (Krajowy System e-Faktur, the National e-Invoicing System) is the name of the Ministry's system and is used only to describe what the Application integrates with.

1. Definitions

1.1. Application — the KSeF CRM software provided as a cloud service that connects a Bitrix24 account with KSeF: it builds structured invoices in the FA(3) format from Bitrix24 invoices, sends them to KSeF, receives their status, KSeF number and official confirmation of receipt (UPO), downloads invoices issued to the Licensee from KSeF, checks suppliers on the Polish VAT taxpayer register ("white list") and imports invoices into the CRM, including updates and documentation.

1.2. Bitrix24 account — the Licensee's cloud Bitrix24 workspace or on-premise Bitrix24 installation on which the Application is installed.

1.3. Marketplace — the Bitrix24 Marketplace through which the Application is distributed.

1.4. KSeF — the National e-Invoicing System operated by the Polish Minister of Finance, in its test (TE), pre-production (DEMO) or production (PROD) environment.

1.5. KSeF token — the authentication token generated by the Licensee in KSeF (for example in the Ministry's Taxpayer Application) and entered into the Application to let it act in KSeF in the context of the Licensee's NIP.

1.6. Sent invoice — an invoice built by the Application from a Bitrix24 invoice and sent to KSeF. Purchase invoice — an invoice issued to the Licensee by another taxpayer and downloaded from KSeF by the Application.

1.7. Free plan, Pro plan, Trial, Subscription — as described in Section 4.

2. What the Application does

2.1. KSeF tab in invoices. In a Bitrix24 invoice the Application shows a preview of the structured invoice (seller, buyer, items, VAT rates, totals), points out missing or incorrect data, and on the user's request sends the invoice to KSeF as a VAT, correction (KOR), advance (ZAL) or final (ROZ) invoice. It then shows the KSeF status, the KSeF number, the UPO and a visualization with the KSeF verification QR code.

2.2. Writing back to Bitrix24. After KSeF accepts an invoice the Application writes the KSeF number, the status and the verification link to fields of the invoice and adds a timeline comment with the UPO file.

2.3. Purchase invoices. The Application periodically (by default every 6 hours, not more often than every 15 minutes) and on request downloads from KSeF the invoices issued to the Licensee's NIP, shows them in a list, checks the supplier's NIP and bank account on the VAT white list, and on the user's request imports an invoice into the CRM: finds or creates the supplier company by NIP, creates a deal or smart-process item as set by the Licensee, adds a comment with the XML file and creates an "Approve for payment" task.

2.4. The Application writes to the Bitrix24 account only what is listed in Sections 2.2 and 2.3, the invoice fields "KSeF number", "KSeF status" and "KSeF verification link", the user interface elements needed to start it (a tab in invoices) and the uninstall notification subscription. It does not delete CRM records.

2.5. The specific set of features is determined by the current version of the Application and its description in the Marketplace. Which features are available in the Free plan and which only in the Pro plan is set out in Section 4.2.

3. License grant

3.1. The Licensor grants the Licensee a non-exclusive, non-transferable, worldwide, revocable license to use the Application on the Licensee's Bitrix24 account for its internal business purposes for as long as the Application is installed. Features of the Pro plan are available only during the Trial or while a Subscription is active.

3.2. The number of Bitrix24 users who may use the Application is not limited by the Licensor; it is determined by the Licensee's Bitrix24 plan.

3.3. All intellectual property rights in the Application remain with the Licensor. The Licensee's data, invoices, UPOs and KSeF token remain the Licensee's. No rights are granted except those expressly stated.

4. Plans, subscription and payment

4.1. Plans. The Application is free to install. It is offered in two plans: the Free plan, free of charge and without time limit, and the paid Pro plan. One Subscription covers one Bitrix24 account (identified by its installation ID, member_id) and one KSeF context (NIP) configured in it; the price does not depend on the number of users or invoices.

4.2. Features by plan:

The monthly counters cover purchase invoices downloaded by the Application (each counted once) and invoices sent to KSeF (each sending counts, including corrections and invoices later rejected by KSeF). The counters are reset on the first day of each calendar month (UTC) and is not reset by reinstalling the Application. Invoices above the Free limit are not lost: they remain in KSeF and are downloaded in the next month or after an upgrade.

4.3. Prices. The price of the Pro plan per Bitrix24 account is €19 per month or €190 per year, exclusive of VAT; it is also shown in the Application and in the Marketplace listing. The price that applies to the Licensee is the price shown in the Application and on the Stripe payment page when the Subscription is started.

4.4. Trial. The Trial of the Pro plan starts automatically when the Application is first installed or first opened on a Bitrix24 account and lasts 14 days. No payment card is required. The Trial is granted once per Bitrix24 account: reinstalling does not start it again. When the Trial ends without a Subscription, the account moves to the Free plan and nothing is charged. If the Licensee subscribes during the Trial, the remaining Trial days are kept and the first charge is made when the Trial ends.

4.5. Who may subscribe. Only a Bitrix24 administrator of the Licensee can start, change or cancel a Subscription, from inside the Application. The administrator confirms that they are authorised to make the purchase on behalf of the Licensee.

4.6. Payment. The Licensor collects payments directly; payments are not made through the Marketplace. Payment is made on the Stripe Checkout page and processed by Stripe Payments Europe, Limited (Ireland). The Licensor never receives or stores payment card data.

4.7. Billing and renewal. The Subscription is billed in advance for each month or year and renews automatically until cancelled.

4.8. Cancellation. The Licensee may cancel at any time through "Manage subscription" in the Application (Stripe Customer Portal) or by e-mail to artismediaeu@gmail.com. Cancellation takes effect at the end of the current paid period.

4.9. Failed payment. If a renewal payment fails, the Pro plan remains available until the end of the paid period plus 7 days. After that the account moves to the Free plan.

4.10. Uninstalling does not cancel the Subscription. The Licensee must cancel it in the Customer Portal before uninstalling, or by e-mail, in which case the Licensor cancels it on request.

4.11. Price changes require at least 30 days' notice to the Licensee's Bitrix24 administrator and apply from the next renewal after the notice period.

4.12. VAT and invoices. Prices exclude VAT. VAT is calculated by Stripe Tax on the basis of the billing address and VAT ID provided at checkout (for customers in Poland — 23% Polish VAT; for EU business customers outside Poland with a valid VAT ID — reverse charge). Invoices for the Subscription are issued through Stripe and are available in the Customer Portal; where the law requires it, the Licensor also issues them through KSeF.

4.13. Refunds are governed by the KSeF CRM Refund and Cancellation Policy (https://ksef.ai-automation-agency.biz/legal/refund), which forms part of this Agreement.

4.14. Returning to the Free plan. When the Pro plan ends, the monthly limits of the Free plan apply again and the white list check and automatic downloads stop; Sent invoices, KSeF numbers and UPOs already written to Bitrix24 remain there, and the Licensee can still download its files from the Application while it is installed.

5. KSeF, invoices and tax obligations

5.1. The Licensee issues its own invoices. The Application is a tool: it builds the FA(3) file from the data in the Licensee's Bitrix24 invoice and the Application's settings and sends it to KSeF when a user of the Licensee clicks "Send". The Licensee remains the issuer of the invoice and is solely responsible for its content and for compliance with the Polish VAT Act and other tax law, including the correctness of the seller and buyer data, the invoice number and dates, VAT rates and exemptions, the split payment marking, currency conversion and the moment of issue.

5.2. Validation is not tax advice. The Application checks the invoice against the FA(3) schema published by the Ministry of Finance and against basic rules (NIP checksum, dates, rates, totals). Passing these checks does not mean that the invoice is correct under tax law. Suggestions shown by the Application (for example about split payment above PLN 15,000, the rate for EU buyers or the 0% rate) are hints and must be verified by the Licensee.

5.3. Invoices in KSeF cannot be deleted. Once KSeF accepts an invoice and assigns a KSeF number, it can be changed only by a correction invoice. The Licensee is responsible for choosing the right environment: invoices sent to the TEST or DEMO environment have no legal effect; invoices sent to the PRODUCTION environment are legally binding. A new installation starts in the TEST environment; switching to PRODUCTION is done by a Bitrix24 administrator of the Licensee.

5.4. KSeF token. The Licensee generates the KSeF token itself in KSeF, with the permissions it chooses (the Application needs permissions to issue and to view invoices), and is responsible for keeping its list of tokens up to date, in particular for revoking the token in KSeF when the Application is uninstalled or when the Licensee no longer wants the Application to act on its behalf. Anyone who can use the KSeF token can issue invoices in KSeF on behalf of the Licensee within the token's permissions; the Licensor stores the token encrypted and uses it only as described in the Privacy Policy.

5.5. Availability of KSeF. The Application depends on KSeF, its API, limits and maintenance windows, and on the VAT white list and NBP exchange rate services, all operated by Polish public authorities and outside the Licensor's control. During a KSeF outage the Application may be unable to send or download invoices; the Licensee is responsible for using the offline or emergency modes provided by law. The current version of the Application does not issue invoices in offline mode.

5.6. White list check. The result of the VAT white list check is the answer of the Ministry's service on the given date and is shown with its request identifier. The Licensee decides whether and where to pay a supplier and is responsible for notifying the tax office when required.

5.7. Not an accounting system. The Application does not keep VAT registers or accounting books and does not replace the Licensee's accounting system or JPK reporting.

6. Restrictions

The Licensee shall not: (a) copy, modify, decompile or reverse engineer the Application except as permitted by mandatory law; (b) resell, sublicense or provide the Application to third parties as a service; (c) circumvent security, access controls, plan limits or KSeF limits; (d) use the Application to issue fictitious, fraudulent or misleading invoices, or otherwise to violate the law or the rights of others; (e) interfere with the Application's operation or overload it.

7. Licensee's responsibilities

7.1. The Licensee is responsible for the data entered into its Bitrix24 account and into the Application, and for having a lawful basis to process the personal data it contains.

7.2. The Licensee is responsible for the access rights it grants to its users. By default any user who can open a Bitrix24 invoice can send it to KSeF; a Bitrix24 administrator can restrict sending to administrators in the Application's settings. Only a Bitrix24 administrator can change the KSeF settings, the KSeF token and the subscription.

7.3. The Licensee confirms that it is authorised to act in KSeF in the context of the NIP entered into the Application.

8. On-premise Bitrix24

The Application works with an on-premise Bitrix24 if the account and the Licensor's servers can reach each other over HTTPS. Automatic background functions (writing the KSeF number after delayed processing) may require that the on-premise account is connected to the Bitrix24 network.

9. Personal data

Personal data is processed in accordance with the KSeF CRM Privacy Policy (https://ksef.ai-automation-agency.biz/legal/privacy). Its Section 11 (Data Processing Terms under Article 28 GDPR) forms an integral part of this Agreement.

10. Availability, support and updates

10.1. The Licensor makes reasonable efforts to keep the Application available but does not guarantee uninterrupted or error-free operation.

10.2. Support is provided by e-mail at artismediaeu@gmail.com, Monday–Friday, 9:00–18:00 CET, in Polish, English or Russian. We aim to respond within one business day. Support does not cover accounting, legal or tax advice.

10.3. Updates, including changes required by new versions of the KSeF API or of the FA schema, are installed by the Licensor automatically and at no extra charge.

11. Warranty disclaimer

To the maximum extent permitted by law, the Application is provided "as is" and "as available", without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose and non-infringement.

12. Limitation of liability

12.1. To the maximum extent permitted by law, the Licensor shall not be liable for indirect or consequential damages, lost profits, lost data, business interruption, or for tax liabilities, interest, sanctions or penalties imposed on the Licensee, including those resulting from invoice content, the choice of environment, a late or missing invoice in KSeF, or a payment to an account outside the VAT white list.

12.2. The Licensor's total liability under this Agreement is limited to EUR 100 or the amount paid by the Licensee for the Subscription in the preceding 12 months, whichever is greater.

12.3. Nothing in this Agreement limits liability for damage caused intentionally, or any liability that cannot be limited under applicable law, including the rights of consumers.

13. Term and termination

13.1. This Agreement is effective from installation until the Application is uninstalled.

13.2. The Licensee may terminate at any time by uninstalling the Application. Uninstalling does not cancel a Subscription (Section 4.10) and does not revoke the KSeF token in KSeF (Section 5.4).

13.3. The Licensor may suspend or terminate access for material breach of this Agreement, or discontinue the Application with at least 30 days' notice; in that case any Subscription is cancelled.

13.4. Upon uninstall, data stored on the Licensor's servers (including the KSeF token and copies of invoices and UPOs) is deleted as described in the Privacy Policy. Invoices remain in KSeF; KSeF numbers, fields and comments remain in the Bitrix24 account.

14. Changes

The Licensor may update this Agreement. The current version is published at https://ksef.ai-automation-agency.biz/legal/license. Material changes take effect no earlier than 30 days after publication; continued use after that date means acceptance.

15. Governing law and disputes

15.1. This Agreement is governed by the laws of the Republic of Poland, excluding its conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods.

15.2. Disputes shall be resolved by the common court competent for the Licensor's registered office in Warsaw, unless mandatory law provides otherwise (in particular for consumers).

16. Miscellaneous

16.1. If any provision is held invalid, the remaining provisions remain in force.

16.2. This Agreement, together with the Privacy Policy and the Refund and Cancellation Policy, constitutes the entire agreement regarding the Application.

16.3. This Agreement is published in English and Polish. In case of discrepancies, the Polish version prevails for Licensees established in Poland and the English version for all others.