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Automated VAT Filing & E‑Invoicing Platform for SAP-Driven Operations

A full-cycle SAP-integrated platform that automates VAT filings, SAF-T reporting, and e-invoicing via KSeF and PEPPOL for a multinational enterprise.

About the client

A multinational enterprise operating in Poland, processing tens of thousands of transactions monthly via SAP S/4HANA.

About the Product and

Introduction:

It started with a hallway conversation at a digital finance conference in Vienna. The client’s Head of Compliance casually mentioned that their Polish branch was struggling with spreadsheets and schema errors while trying to meet SAF-T and KSeF requirements. That offhand comment led to a deeper technical conversation — and, a few weeks later, to the start of a full project.

Devox Software was brought in to design and deliver a fully integrated compliance platform — one that would automate VAT filings, enable real-time e-invoicing via KSeF and PEPPOL, and ensure full audit resilience. The system had to work within their existing SAP S/4HANA landscape, support Poland’s transition to Continuous Transaction Control, and eliminate the manual overhead of tax operations.

Project Team

Composition:

  • 1 Solution Architect
  • 2 SAP Developers (ABAP & Fiori)
  • 1 Node.js Engineer
  • 1 Angular Frontend Developer
  • 1 QA Automation Specialist
  • 1 Business Analyst (Tax Compliance)

Challenges:

Complex, Shifting Compliance Landscape

  • Adapting to JPK_VAT, JPK_KR, and KSeF mandates — each with rigid schemas and frequent updates.
  • Manual adjustments were error-prone and could not scale with regulatory change.

High Transaction Volume

  • Tens of thousands of monthly invoices across departments.
  • Even a 0.1% error rate could mean hundreds of manual interventions.

No Central Compliance Visibility

  • Fragmented status tracking across filings, invoices, and confirmations.
  • Compliance teams were blind to failures until submission deadlines loomed.

SAP Integration Barriers

  • The core SAP S/4HANA system was heavily customized and essential to daily operations.
  • New functionality had to be added non-invasively, without slowing core operations.

Manual Reporting Workload

  • VAT and SAF-T reports were spreadsheet-driven and manually compiled.
  • High operational risk due to human error, late filings, and audit unpreparedness.

Preparing for Mandatory CTC

  • The client required not just point-in-time compliance, but readiness for a fully digital, real-time tax model.

Results:

BUSINESS OUTCOMES

  • 70% reduction in compliance workload. Manual effort for VAT reporting and invoice tracking dropped significantly, freeing the finance team to focus on strategic analysis rather than data preparation and validation.
  • Monthly VAT filings completed 3× faster. What previously took several days of spreadsheet work is now completed in just a few hours — with built-in checks and automated delivery to the Ministry of Finance.
  • 99.9% first-pass submission success. Both SAF-T (JPK_VAT, JPK_KR) reports, and e-invoices are submitted with near-perfect compliance, drastically reducing rejections and last-minute corrections.
  • Real-time audit readiness. Every submitted invoice and report is traceable, archived, and verifiable with one click. The finance team is now fully equipped to handle audits without delays or data scrambling.
  • Future-proofed for Poland’s CTC model. By going live during the voluntary KSeF phase, the client secured an early-mover advantage and minimized disruption ahead of the mandatory rollout.

TECHNICAL OUTCOMES

  • End-to-end SAP integration. Data is extracted from SAP S/4HANA (invoices, GL, tax codes) in real time via SAP PI/PO and SAP Cloud Integration, ensuring complete data consistency without needing to export anything externally.
  • Fully automated generation of JPK reports.JPK_VAT is generated monthly, and JPK_KR on demand — both as schema-compliant XML files that include validation against XSD rules and business logic.
  • KSeF e-invoicing includes digital signatures and smart retry mechanisms.
    Each outgoing invoice is signed and sent in real time, with smart retry mechanisms, error parsing, and government receipt handling built into the middleware.
  • PEPPOL integration supports B2G and cross-border invoicing. Outgoing and incoming invoices are processed in the standard EU format, making the system compliant with international trade and procurement requirements.
  • Multilingual real-time dashboard.Finance and compliance teams get complete visibility into operations, with detailed views, anomaly detection, and automatic alerts.
  • Secure, GDPR-compliant data handling. All personal data is encrypted when stored, and access is managed based on user roles; and full audit logs track every action from submission to approval, with over 10 years of archiving.
  • Cloud-native scalability and resilience. Deployed on Azure with Redis caching and Docker orchestration, the platform scales with invoice volume and handles temporary government service outages without interruption.

 

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