Help — dIR manual

Contents

Polish company setup

The Polish setup wizard covers the company name, ten-digit NIP checksum, address, VAT, bank accounts and numbering. A Polish IBAN has 28 characters. Progress comes from saved server data.

Polish VAT defaults are 23%, 8%, 5% and 0%. Confirm rates and the exemption basis with your accountant. The customer's VAT status alone does not exempt the seller's supply.

KSeF and cash-register recording are separate obligations. Verify the first KSeF submission, assigned invoice number and UPO before production. Polish cash-register integration is not implemented; this release is not proof of legal compliance.

The refreshed core includes service periods, recurring drafts, clean document copies, multiple bank accounts, company SMTP and invoice artwork. Defaults never alter issued documents. Polish corrections require a credit note; the Slovenian full-storno action is disabled.

Polish invoices default to PLN and use the invoice number as their transfer title, not SI00. Imported history retains its original currency, identifiers, rates and evidence and is never resubmitted automatically.

Setup · AI assistant · Official KSeF portal

Read-only AI assistant

The AI screen requires operator approval, user opt-in and OAuth consent using the button “Zezwól tylko na odczyt”. Access is scoped to one company and the user's role.

Seven tools read the profile, system status, up to 50 invoices, invoice details, reporting status, recent attempts and bank connections. No invoice lines, passwords, tokens or certificates are disclosed. ChatGPT cannot issue, change or send invoices.

Access tokens last one hour and refresh tokens 30 days. Disabling access, changing the password or removing membership revokes the connection. OpenAI processes read data under your ChatGPT account's terms; ensure an appropriate basis for sharing customer data.

Bank attachments support review, not automatic expense or VAT posting. Shared mailboxes require separate filters and the company's IBAN. Passwords stay on the server.

1. What is dIR

dIR stands for digital Invoice Release: compose, issue, and tax-confirm an invoice in a single step — without intermediate programs, manual copying, or waiting.

dIR is a service, not software to install: it runs on a server in the European Union and you access it from a browser. It is provided by Svetovanje Denis Žvegelj s.p. It covers three areas:

• Invoices — issue invoices, pro forma invoices, quotes, and credit notes with a printable document (A4, bilingual).
• Customers — register companies and individuals you invoice, with invoice history and private CRM notes.
• Price list — standard services and items you insert into invoices with one click.

Free allowance and subscription

• Up to 12 issued invoices per calendar month are free (the dIR FREE plan) — forever, not just a trial.
• Issued invoices and advance invoices count towards the limit. Drafts, quotes, and pro forma invoices do not count and are never limited; neither are credit notes or imported history.
• dIR Me is for 1 user and 1 company.
• Plans: dIR FREE (0 zł, 12 invoices/month), dIR Me (19.99 zł/month, unlimited invoices, 1 user), dIR Lite (29.99 zł/month, 2 users), recommended dIR 365 (69.99 zł/month, 5 users, stock and purchasing), and dIR Corp (149 zł/month, 7 users and production). Higher plans include the lower modules; with annual payment, two months are free. All prices exclude VAT.
• Each plan applies to one company. With one login you can run several companies — each has its own subscription, data, invoice numbering, credentials, and settings. No company pays for another. A new company starts on the free plan.
• One payer can pay for all companies. In Subscription under Payer you set who the subscription invoice is issued to — this company, another of your companies, or a person. Subscriptions remain separate per company, but one person can pay for all.
• Track usage on the Subscription screen (§8).

The app never triggers a tax event on a schedule — you always trigger issuing and any reporting. Only accounting copies can be sent automatically if you explicitly enable it.

Fields and headings marked with have a built-in hint — point at it, focus it with Tab, or tap it.

2. Sign-in, roles and password

• The admin URL is dir365.pl/admin/.
• Sign in with the email and password of your user account — each user has their own; there is no shared key.
• If you do not have an account, choose Create a new account. Enter the independent company or activity name, email, and optionally a name or alias. A one-time email link valid for 30 minutes activates the account and lets you choose the password; the company is not linked to an existing organisation.
• The session is kept in a cookie, so you do not sign in again on the same computer. On a shared or public computer, log out (top right).
• On error the message is "Wrong email or password". After several wrong attempts, sign-in from your address is temporarily locked — this protects against password guessing; wait a few minutes.
• Change your password in Settings — enter the old and new password (at least 10 characters).
• If you forgot your password, choose Reset it on the sign-in form. A one-time link valid for 30 minutes is sent to the account email.
• Roles. Administrator, sales, purchasing, and accountant have separate permissions; accountant can only read documents, bank, and exports.
• The header shows who is signed in, which company is active, and the plan badge with usage, e.g. dIR FREE · 3/12 invoices this month. The workspace selector appears only when the current company has at least one active specialist workspace.

3. Quick start — first invoice in 5 steps

1. Customer. In Customers add a recipient (name, address, tax/VAT ID, payment term).
2. Price list. In Price list add your services — or click Add service templates and edit the prepared templates.
3. Invoice. In Invoices click New invoice, choose the customer (recipient and maturity are prefilled), and add lines manually or from + From price list….
4. Preview. Click Preview — this opens the document as it will look when printed. You can still edit a draft freely.
5. Issue the invoice. A number is assigned and the document is frozen, with the seller and buyer details stored in it permanently.

Print or save the document as PDF from the browser (the PDF button in the invoice list opens it in a new tab).

3a. Getting started screen — guided setup

After a new independent account is activated, its first successful sign-in opens this wizard automatically. Existing users can open it at any time from More → Start or the account menu. It uses one question per screen, answered with one click and without jargon. Every step can be skipped.

1. What do you do? Choose invoices, Taxi, Park, Entry, Guide, Bar or Restaurant with one click.
2. How many people? Just me · two to five · six or more. Activity and size drive the recommendation.
3. Company details. Only invoice essentials: name, NIP, address, IBAN and VAT status. A live invoice-header preview appears beside the form; optional fields stay folded away.
4. Plan. One large recommendation card explains why. The main button starts a free trial without a card; the full price list and immediate order are separate disclosures.
5. Workspace. This appears only if the activity needs a workspace the company does not yet have. It explains the workflow, price and what happens after contact.
6. Finish. A plain task list links directly to company details, bank account, plan, KSeF preparation, price list and workspace.

A request is not a purchase. You cannot enable a workspace yourself. The wizard records what you need — variant, number of installations and a contact — and notifies us. Access is granted only from Administration; until then the request stays open and you may amend it at any time. Granting the package closes the request automatically.

Only a company administrator may send a request. Answers are stored separately for every company, so switching companies cannot carry one organisation's setup into another. Start again clears them.

4. Invoices screen

The invoice list shows drafts and issued documents. Use the search box and Status filter. Columns include number, date, recipient, amount, and status.

• New invoice. Choose the document type (invoice, pro forma, quote, credit note), select a customer, set dates, and add lines.
• Draft. You can edit everything until you press Issue. Drafts do not count towards the plan.
• Issue. Assigns a number, freezes the document, and sends it to KSeF if reporting is enabled. After issuing, the only correction is a credit note.
• Credit note. Use it to cancel or partially correct an issued invoice. It is reported the same way and has its own number.
• PDF / print. The print view opens in a new tab; use the browser Print to PDF or printer.

The issue date is the tax-relevant date. The service date is optional; leave it blank if it equals the issue date.

5. Customers screen

Maintain your register of recipients. At minimum enter name, address, tax number, and payment term. You can also store a VAT ID, contact person, notes, and internal type.

• Customer type — company or individual. Required fields change accordingly.
• Tax number — 8 digits, no SI prefix.
• VAT ID — only if the customer is VAT-registered, format SI12345678.
• Payment term — carried to new invoices for this customer. You can override it on each invoice.
• Archive — hides the customer from the main list but keeps old links.

6. Price list screen

Your catalog of services and products. Each item has a code, name, unit, price, category, and optional default description.

• Active items appear in the invoice line selector.
• Inactive items stay on old invoices but cannot be added to new ones.
• Categories help you organise the list; they are not printed on invoices.
• Sort order positions items in dropdowns; lower numbers appear first.

7. Settings screen

Settings apply to the currently selected company and are grouped into seller data, users, bank mailbox, numbering, VAT, and KSeF credentials.

• Seller — official details printed on documents. Must match the business register and your NIP.
• Numbering — prefix, next number, length, premises/device codes, and payment reference model.
• Bank mailbox — IMAP/POP3 settings for automatic statement import. Password stays on the server.
• Users — add people to the company and assign roles. Each user gets an email invitation.
• QR for import — prints a signed link and QR on issued documents so the recipient can import the invoice as XML or JSON.

8. Subscription screen

Review current plan, monthly invoice count, extra seats, and payment status. Upgrade or downgrade here.

• One subscription per company.
• Extra user seats can be added beyond the included count.
• Annual billing usually gives two months free.
• Taxi (34.99 zł), Taxi Pro (199 zł) and Park (29.99 zł) have fixed monthly catalogue prices. Entry, Guide, Bar and Restaurant are priced by agreement until standard packages are defined. All seven specialist workspaces can be added to any accounting edition; the public price page compares their best fit and daily workflow.
• If the free or paid limit is reached, new invoices are blocked until the next billing period or upgrade.

9. Export screen

Generate files for accounting, tax, and analysis: CSV, Excel, JSON and XML lists plus fiscal reports. Poland's JPK_FA and JPK_V7M are not implemented yet, and the Slovenian program formats (Čebelca, miniMAX, e-SLOG) are not offered on this market.

• Select the period and document types.
• Hand the CSV or Excel list to your accountant; it imports into Symfonia, Optima or wFirma after mapping the columns.
• SAF-T is for accounting ledgers.
• CSV is handy for spreadsheets and custom analysis.

9a. Specialist workspaces

Taxi, Park, Entry, Guide, Bar and Restaurant are dedicated workspaces. Select them in the header beside the company; only enabled workspaces are shown.

• dIR Taxi is optimised for dispatch and trips: passenger, saved route or manual destination, driver and tariff. It separately tracks the outbound leg and an empty or occupied return. A direct trip can take cash, a confirmed external-terminal card payment or card QR and issue an invoice on the selected premise/device. A VB-style contract records guest or room/date/destination while the principal invoices the guest; an MZ-style contract records passenger/destination and lets the contractor invoice the operator later. The taximeter supports fixed, time, distance or combined pricing.
• Taxi setup — under Drivers, vehicles, tariffs and contracts you manage drivers (with a phone number, and an existing one can be edited), vehicles with registration and model, tariffs and contracts. Besides base, zł/min and zł/km, a tariff also has a minimum fare, a waiting rate and included kilometres and minutes that are not charged again — the taximeter applies all of them. A trip can carry a vehicle and a note.
• Distance: predicted or measured. A trip or tour can carry a predicted distance (or take one from a saved route). Until something is measured it reads predicted; stopping a leg or the taximeter records measured while keeping the prediction, so plan and outcome can be compared.
• dIR Taxi Pro adds consent-based live availability and nearest-driver dispatch. It stores no route history for this assignment feature.
• dIR Park sells timed parking. A verified payment starts the stay and the signed exit code remains valid for exactly 15 minutes after expiry; an overstay requires an additional payment.
• dIR Entry issues signed QR passes with atomic first-entry, temporary-exit, re-entry and completed states. Every scan is auditable.
• dIR Guide manages group, participant count, meeting point, guide and fixed or timed pricing, using the same secure payment flow as Taxi.
• Customer QR with PIN (Guide) — you can issue a customer a QR code and tell them a PIN. Scanning it and entering the PIN shows that customer their own sessions, total time, amount and what they have already paid — only their own, and nothing about anyone else. Only tours where you selected that dIR customer in Group or customer reach the page — a hand-typed name does not link. The screen therefore shows how many sessions each code covers and warns you when a customer would see an empty page. The paid figure is the one in your books: whatever is settled by cash, card or transfer counts once. A code belongs to one customer; issuing a new one revokes the old, and you can revoke manually. Only a hash of the PIN is stored, so it cannot be read back — if the customer forgets it, issue a new code. Ten wrong PINs lock opening for a few minutes.
• dIR Bar provides price-list search, favourites and persistent guest tabs with cash, bank transfer or card QR settlement. Restaurant-only areas, courses and preparation controls stay out of Bar.
• dIR Restaurant uses a three-pane floor, catalogue and active-check workspace. Setup defines areas, tables, courses, logical preparation stations and product presentation/routing.
• New lines are sent explicitly, then move through sent → preparing → ready → served on the Preparation board. A later round reopens a served table as new/unsent, so settlement cannot appear early. A sent line can only be voided with a reason; it is not silently deleted.
• Bar and Restaurant convert settled orders into ordinary dIR invoice drafts. The existing invoice screen remains the only numbering and reporting authority.
• Administrators assign purchased workspace seats to installation UUIDs under Subscription → Specialist workspace devices. Lost devices can be released or revoked.

The QR amount is always read from the server. A payment screen turns green only after a verified payment-provider response. Public pages retain the selected pl or en language through hosted card checkout.

10. Document types

dIR supports four types:

• Invoice — standard outgoing invoice; counts towards the plan and is reported to KSeF once that is enabled.
• Pro forma invoice — counts towards the plan only when issued; otherwise a non-binding prepayment request.
• Quote — non-binding offer; not reported, does not count.
• Credit note — correction of an issued invoice; reported, does not count towards the plan.

11. Preparing KSeF reporting

dIR submits invoices to KSeF: it builds the document in the FA(3) schema, validates it against the published schema before sending, authenticates with a KSeF token, and on acceptance stores the numer KSeF and the UPO.

To start, enter your NIP and a token generated in the KSeF portal under Settings, select the test environment, and make the first submission deliberately. Test, demo and production are three separate systems with separate tokens — a token never crosses between them. Turn on on issue only once the first submission has succeeded.

Three rules the implementation holds to:

• Two identifiers. The issuer's invoice number remains immutable. The KSeF number identifies the document in KSeF. The document prints both.
• The UPO is stored verbatim. The Urzędowe Poświadczenie Odbioru is the legal receipt, so it is kept whole rather than summarised — an inspection asks for the original.
• A broken connection is not a rejection. A definite pre-transmission failure can be retried. An uncertain result is marked ambiguous and blocks automatic resubmission.

To prepare, you need a NIP, an authorisation token generated in the KSeF portal (this implementation supports token authentication, not qualified-seal upload), and the FA schema version you have verified — all entered in Settings. Test, demo and production are separate systems with separate tokens.

Credentials are stored on the server and are never returned to the browser.

When reporting becomes mandatory

The technical mechanism is prepared, but legal compliance is not verified. Check the company's obligation, offline mode, deadlines and required markings against current Polish rules before enabling production.

• A date in Settings turns the whole mechanism on. Fill in mandatory from with the date agreed with your accountant. While it is empty nothing changes. Once it is set, the off switch stops skipping submission — a legal duty is not a preference.
• The invoice carries its own proof from the moment it is issued. dIR builds the final XML at issue, freezes it, and prints its hash on the document. The same file, byte for byte, is what is filed later — which is why the hash on the customer's copy still describes what reached the authority.
• An undelivered invoice has a deadline, counted in working days, skipping weekends and public holidays including the movable ones. A banner above the invoice list shows how many are outstanding and when the earliest one is due; send outstanding does not wait for the scheduler.
• An invoice that could never be filed is never issued. If the document cannot be built — an invalid seller NIP, say — dIR refuses before allocating a number. A number is never reused, so finding out afterwards would leave a permanent gap in the series.
• Statuses. Offline means issued but not yet with the authority; pending means the authority has it; needs checking means it was sent and never acknowledged, and dIR will never retry that on its own, because doing so could file the same invoice twice.

12. Stock

Stock management is available in dIR 365 and dIR Corp. Track items, warehouses, receipts, issues, and valuation.

• Valuation methods: FIFO, LIFO, or average cost.
• Receipts increase stock; issues decrease it.
• Warehouse labels are internal and not printed on invoices.
• Production work orders consume raw materials and produce finished goods automatically.

13. Banking and reconciliation

Import bank statements and match them to invoices and card payments.

• Connect an email mailbox (IMAP/POP3 with TLS) or upload files.
• Each company has its own mailbox; credentials stay on the server.
• Match imported transactions to open invoices manually or confirm automatic suggestions.
• Use internal labels to group transactions for reporting.

14. Payments and settlement

The Cards screen shows card payment transactions and their lifecycle: authorised, captured, settled, or refunded.

• Match card payments to invoices and bank deposits.
• Review exceptions such as partial payments, refunds, and fees.
• Only actual bank deposits represent money received.

15. Administration

The Administration screen is for platform operators and company super-admins. It lets you create organisations, manage users, review subscriptions, and handle system tasks.

16. QR for import

When enabled, issued documents print a signed QR code. Scanning it opens a unique URL from which the recipient can download the e-SLOG 2.0 XML or JSON representation of the document.

• Each link is valid for one document only.
• Turning the feature off immediately disables existing links.
• It avoids manual retyping of invoice data.

17. Production

Production is available in dIR Corp. Define recipes, create work orders, and automatically adjust stock.

• A recipe lists raw materials, quantities, expected waste, and the finished product.
• A work order produces a planned quantity and writes off raw materials.
• Choose the valuation method and warehouse in Settings.

18. Users and permissions

Every person has a separate user account and password. Roles limit what each user can do:

• Administrator — full access to the company.
• Sales — invoices, customers, price list.
• Purchasing — stock receipts and issues.
• Accountant — read-only access to documents, bank, and exports.

New users receive an email invitation to set a password.

19. Numbering and reference

dIR assigns sequential invoice numbers automatically. You define the prefix, length, and next number in Settings.

• The premises and device codes separate parallel numbering series.
• Polish law requires numbering to be continuous and unambiguous within a year, so after the first invoice is issued do not change the format without reason.
• Poland has no structured payment-reference model such as the Slovenian SI00: the transfer title is plain text, and dIR fills it with the invoice number, which is enough to match a payment unambiguously.

20. VAT

VAT handling depends on whether you are a VAT-registered business:

• If you are not VAT-registered, invoices use 0% with a VAT-exempt clause.
• If you are VAT-registered, enter your VAT ID (SI12345678) to enable VAT rates.
• Default VAT rates are set in Settings.

21. Corrections and deletion

Issued documents are frozen for legal and accounting reasons. You cannot edit or delete them.

• To correct an issued invoice, create a credit note that cancels or reduces the original.
• If a mistake is found, you can also issue a new invoice after the credit note.
• Drafts can be edited or deleted freely.

22. FAQ

• Why can't I see a module? It may not be included in your plan or your role does not have permission.
• Is dIR sending my invoices to KSeF? Yes, once your NIP and KSeF token are set in Settings. Start on the test environment; see §11.
• Can I import old invoices? Yes, via the console or import tools; imported history does not count towards the plan.
• Is my data safe? Yes — see the Security and privacy section.

23. Security and privacy

• Sessions are stored in HttpOnly cookies; no secret keys are kept in JavaScript.
• Passwords and certificates are stored encrypted on the server.
• Bank mailbox passwords and certificate passwords are never shown back in the browser.
• Communication with tax authorities and banks uses TLS.
• Backups and access logs are maintained according to the service terms.

Screenshots from the Android app are voluntary: the camera button appears only when explicitly enabled in the app settings. When pressed, only the dIR window is captured; it may contain customer, invoice, or financial data. The screenshot travels through the signed session to private storage outside the web root and only to two authorised dIR Telegram support accounts; the bot key is not in the app.