Deal2Invoice for inFakt: Guide

How to set up Deal2Invoice and use it every day. Questions not answered here: write to support@deal2invoice.com.

Contents

1. Before you start
2. Setup
3. Settings explained
4. Creating a draft invoice
5. After the draft is created
6. Messages in the panel and how to fix them
7. Subscription
8. Removing the app and your data

Before you start

You need:

• Pipedrive, and a Pipedrive admin for the setup.
• An inFakt plan with API access. You create the API key in inFakt.
• Buyers that are businesses in Poland, with a NIP. Foreign buyers aren't supported yet.

Deal2Invoice only creates drafts in inFakt. You check each draft and issue it in inFakt, as you do today. The app never issues an invoice and never sends anything to KSeF.

Setup

1. Install the app from the Pipedrive Marketplace and allow the requested permissions. Pipedrive then opens the app's settings.
2. Accept the Terms. Before connecting inFakt, an admin accepts the Terms of Service, including the data processing agreement, for the company. We ask again when they change.
3. Connect inFakt. In inFakt, go to Ustawienia → API and generate a key with the permissions api:invoices:read, api:invoices:write and api:account:read. Paste it under inFakt connection and click Test and save. The app checks the key and shows the connected account and its plan. The key is stored encrypted and not shown again.
4. Choose the organization field with the NIP. If your organizations don't have a NIP field yet, click Create a NIP field in Pipedrive. The app adds a text field "NIP" to organizations.
5. Set the invoice defaults (see below) and click Save settings. A bar at the top of the form reminds you of unsaved changes.

You can open the settings later in Pipedrive: Tools and apps → Installed apps → Deal2Invoice for inFakt → Settings. Only Pipedrive admins can change them.

Settings explained

Organization field with the NIP. The Pipedrive organization field that holds the buyer's NIP. The NIP can be written with or without dashes.

Only Pipedrive admins can create invoices. When on, other users see the preview and existing invoices, but can't create new ones.

My company is VAT-exempt. For sellers exempt from VAT: every line uses "zw." with the legal basis you choose from inFakt's list.

Default VAT rate. Used for a deal without products (the line made from the deal value) and for products that have no tax set in Pipedrive.

What a 0% rate in Pipedrive means. Pipedrive stores only the number 0, but a Polish invoice needs a specific symbol. Choose one:

• 0%: e.g. intra-EU supply or export of goods;
• zw.: VAT-exempt (then choose the legal basis);
• np.: outside Polish VAT, e.g. services to EU businesses;
• o.o.: domestic reverse charge.

Until you choose, products at 0% block the draft, so a wrong symbol can't slip through.

Unit. The unit on every line, e.g. "szt." or "usł.".

Line name when the deal has no products. The name of the single line created from the deal value. You can use {deal.title} and {deal.id}.

Payment term and Payment method. "inFakt default" uses your inFakt settings; you can also set a number of days or a method here. A bank transfer needs a bank account in inFakt.

Sale date. Either the day the invoice is created, or the date the deal was won.

Notes on the invoice. Printed on the invoice your customer receives. You can use {deal.title} and {deal.id}.

Creating a draft invoice

1. Open a deal. The Faktura inFakt panel in the sidebar shows the invoice preview: buyer with NIP and address, lines with VAT rates, totals, dates and payment.
2. If the panel lists problems under Fix before creating the invoice, fix them in Pipedrive and click Refresh preview. Notes under Check and Good to know are worth a look but don't block anything.
3. Click Create draft invoice in inFakt and confirm. The draft is created in a few seconds.

Where the data comes from:

• Buyer: the deal's organization (name, NIP field, address) and the contact person's email.
• Lines: the deal's products, with their quantity, price, discount and tax. A deal without products gets one line from its value, treated as net.
• Currency: the deal's currency. For a foreign currency, check the exchange rate on the draft in inFakt.

A deal gets one invoice. To create another one for the same deal (e.g. an advance and a final invoice), use Create another invoice for this deal.

After the draft is created

• In inFakt: check the draft and issue it. inFakt handles KSeF when you issue it, according to your inFakt settings.
• In the panel: the invoice number, status (draft, issued, paid) and KSeF status, with Open in inFakt. After the draft is created, the app also compares the totals in inFakt with the preview and warns you if they differ.
• On the deal: three fields, Faktura – numer, Faktura – status and Faktura – KSeF, show the latest invoice, and a note records each change. They are in Polish because the invoices are Polish. The app creates these fields on first use, or reuses fields with these names.

The app checks invoices that can still change: when someone opens the deal, and in the background (often at first, then less often, up to every few hours). A change made in inFakt (issued, paid, deleted, accepted by KSeF) appears on the deal soon after.

Messages in the panel and how to fix them

Buyer

• The deal has no organization. Add the buyer's organization to the deal.
• The organization has no NIP. Fill in the NIP field on the organization, or check that the settings point to the right field.
• The organization's NIP is invalid. The checksum or format is wrong; check the number.
• The organization's address is incomplete. Edit the address and pick Pipedrive's suggestion, so street, postal code and city are filled in separately.
• Postal code isn't in the XX-XXX format. Correct it on the organization.
• Buyers outside Poland aren't supported yet.

Lines and VAT

• Nothing to invoice. The deal has no active products and no value.
• The product has a 0% rate. Choose in the settings what 0% means.
• For "zw." choose the legal basis in the settings.
• A VAT rate that doesn't exist in Poland. Fix the product's tax in Pipedrive.
• Quantity, price or discount invalid. Fix the product on the deal.
• Deal-level discounts: an amount discount on the whole deal, or several deal discounts, aren't supported. Move the discount onto the products, or keep one percentage discount.

When creating the draft

• Bank transfer invoices need a bank account. Add one in inFakt, or choose another payment method in the settings.
• inFakt rejected the invoice. The panel shows inFakt's reason; fix it and try again.
• The inFakt API key is invalid or lacks a required permission. Generate a new key and connect inFakt again in the settings.
• The inFakt plan doesn't include the API, or its document limit is used up. Check your plan in inFakt.
• This deal already shows an invoice, probably created before the app was reinstalled. Check it in inFakt before creating another one.

If something fails with an error reference, include that reference when you write to us.

Subscription

Each Pipedrive company can create 5 drafts for free. Then a subscription is needed: 29 PLN + VAT per month or 290 PLN + VAT per year, with unlimited drafts under fair use. Admins subscribe in the Subscription section of the settings; payment opens in a new tab.

Payments are handled by Paddle, our reseller, who also sends you the VAT invoice. Use Manage subscription and invoices to change the payment method, download invoices or cancel. After cancelling, drafts stay available until the end of the paid period. Refunds: see the Refund Policy.

Removing the app and your data

When the last user in your company uninstalls the app, its settings, the stored invoice records and the inFakt connection are deleted. Invoices and drafts in inFakt stay, and so do the deal fields and notes in Pipedrive. If you reinstall later, deals that still show an invoice get a warning before a new one is created.

Need an export of your invoice records first? Write to support@deal2invoice.com before uninstalling; we send it within 14 days. The details are in the Privacy Policy.