📄PDFik Docs

Invoicing & wFirma Integration

PDFik provides automated, tax-compliant invoicing for all subscription plans and usage charges. Invoices are generated automatically upon successful payment and delivered directly to your billing email address.

Overview

PDFik is operated by a Polish entity subject to European Union VAT and accounting regulations. To maintain full legal compliance and support B2B requirements (including EU VAT reverse charge and Polish NIP validation), our billing infrastructure integrates Stripe for payment processing with wFirma (iMakro sp. z o.o.) for accounting and invoice generation.

How Automatic Invoicing Works

[ Customer Checkout / Payment ]
               │
               â–¼
   [ Stripe Payment Gateway ] ───> [ Automated Invoicing Engine ]
                                                │
                                                â–¼
     [ PDF Invoice Delivered ] <─── [ wFirma Accounting System ]
  1. Checkout & Tax ID Collection: During subscription checkout, business customers enter their Tax ID (NIP in Poland, VAT ID in the EU, or local Tax ID).
  2. Automated Invoice Processing: Once Stripe confirms payment success, PDFik's billing system automatically creates an official invoice in wFirma.
  3. VAT & Tax Compliance: Invoices are generated with statutory details including:
    • Seller & Buyer Tax Information (NIP / VAT ID).
    • Net amount, calculated VAT rate, and gross total.
    • Unique official invoice serial number.
    • KSeF electronic invoicing reference (where applicable).
  4. Instant Delivery: The final PDF invoice is emailed directly to your billing address and saved in your account dashboard.

Customer Tax IDs & B2B Invoicing

Polish Companies (NIP)

For Polish entities, entering a valid 10-digit NIP during checkout automatically pulls company details and issues a compliant Polish VAT invoice (Faktura VAT) with statutory tax breakdown.

EU B2B Customers (Reverse Charge)

For EU businesses outside Poland, entering a valid VIES-registered VAT ID applies the EU Reverse Charge mechanism (0% VAT for cross-border B2B digital services within the EU), with appropriate legal notices on the invoice.

Non-EU Customers

For non-EU customers, standard international digital service tax rules apply according to local tax jurisdiction configured in Stripe Tax.

Downloading Invoices

Customers can access their PDF invoices through two methods:

  1. Email Delivery: Attached directly to the payment receipt email sent immediately after payment confirmation.
  2. Dashboard / Customer Portal: Available for download at any time from the Billing section of the PDFik Dashboard.

Data Privacy & Retention

In accordance with Article 6(1)(c) of the GDPR and Polish Accounting Law (Ustawa o rachunkowości):

  • Billing records and invoices are retained for 5 years from the end of the calendar year in which the tax payment was due.
  • Data shared with wFirma (iMakro sp. z o.o.) is strictly limited to billing metadata required by law and is governed by our Privacy Policy and Data Processing Agreement (DPA).