Challenge: high-volume statements under a tight deadline
Data about transactions, payments, and capital gains came from multiple product systems and companies. Missing address details or tax-office codes could stop delivery. Manually combining taxpayer data, signing documents, and handling corrections occupied operations and accounting teams.
The organization also needed to connect digital distribution with printing, postal delivery, and archiving.
Solution: a controlled batch process
Astrafox built a platform that automates campaigns for Poland’s PIT-8C and PIT-11 tax statements.
The solution performs:
- aggregation of a taxpayer’s transactions from different sources,
- assignment of the appropriate tax office based on the address and Poland’s TERYT register,
- data validation before document generation,
- XML generation based on Polish Ministry of Finance structures and PDF rendering,
- batch signing with a qualified electronic signature,
- delivery to Poland’s Universal Document Gateway and e-Deklaracje tax filing system,
- automatic retrieval of official receipt confirmations,
- digital distribution and handoff to a print and mailing center,
- corrections without rerunning the entire campaign,
- event history, notes, and operational locks.
Outcome: a repeatable process with visible document status
The panel shows each stage in statement handling: from input data through signing, tax authority validation, and delivery. Automated validation reduces the risk of replicating an error across an entire batch. Digital channels take priority, reducing the share of printing and conventional mail.
Retention rules and permissions support the protection of confidential data.
Technical details
The platform integrates with source systems, the TERYT register, the Universal Document Gateway, e-Deklaracje, a DMS, and a print center. It supports XML, PDF, qualified electronic signatures, and official receipt confirmations. Data is masked by product, while an anonymization schedule supports the adopted retention periods.
Frequently asked questions
Does the platform handle statement corrections?
Yes. A correction has its own workflow and history without requiring the entire campaign to be rerun.
How does the document reach the recipient?
The system uses a digital channel and, when needed, transfers the document to an integrated print and postal delivery process.