Automation of JPK VAT Generation – Reducing the Process from 6 Days to 4 Hours
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Automation of JPK VAT Generation – Reducing the Process from 6 Days to 4 Hours
Business Challenge
A client from the manufacturing sector (enterprise-class ERP) did not have functionality in their ERP system to directly generate JPK VAT files compliant with the requirements of the Ministry of Finance.
The reporting process was carried out using an external tool and numerous manual operations including:
- data extraction from the ERP
- data transformation into the required structure
- data validation
- preparation of JPK files
- correction of errors identified during validation
The entire process took approximately 6 working days each month and was handled by the accounting department.
The situation became more complex when a new JPK VAT structure came into force on February 2026, requiring adjustments to the reporting tools.
The client needed a solution that would:
- enable generation of current JPK structures
- reduce manual work
- minimize the risk of errors
- significantly shorten report preparation time
- remain maintainable for future schema changes
Our Solution
The scope of work included:
Process analysis
Tool development, including:
- mapping ERP data sources
- identification of manual operations
- analysis of data transformation logic
- automated data extraction from the ERP
- automatic transformation of data into the JPK schema
- data validation before file generation
- generation of ready-to-use XML files
- error logging and quality control mechanisms
Through an in-depth analysis and the development of a tool tailored to the organization’s needs, we automated the data preparation process. Instead of manually preparing multiple intermediate files, the entire process was consolidated into a single data processing pipeline.
Results
The implementation delivered a very clear outcome — the JPK preparation time was reduced from 6 working days to approximately 4 hours..
Key Benefits
Additional benefits
- over 90% reduction in processing time
- elimination of most manual work
- significant reduction in error risk
- repeatable and controllable process
- readiness for future JPK schema changes
- the accounting department regained operational time
- significant simplification of the reporting preparation process
- the process can be executed multiple times without additional cost
- easier implementation of changes for new JPK versions
Key Metrics
area
| Preparation time |
| Manual operations |
| Error risk |
| Process repeatability |
| Readiness for schema changes |
before
| 6 days |
| high |
| high |
| low |
| low |
after
| 4 hours |
| minimal |
| low |
| high |
| high |
Summary
The project demonstrated that the greatest savings often come not from replacing an ERP system, but from intelligent automation of reporting processes around it.
The project demonstrated that the greatest savings often come not from replacing an ERP system, but from intelligent automation of reporting processes around it.
In this case, a relatively small implementation delivered a very high operational return and significantly improved the working comfort of the finance team..
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