Connecting NAV Online Számla (Hungary)

For Hungarian companies, AI Finance Team can import invoice data directly from the Hungarian Tax Authority's NAV Online Számla system. Because suppliers report their outgoing invoices to NAV, your cost (supplier) invoices often appear in AI Finance Team before you upload the PDF — and your own sales invoices are pulled automatically too.

This connection is read-only. AI Finance Team only reads invoice data from NAV. It never issues, reports, modifies, or annuls invoices on your behalf.

Before You Start

  • This feature is available only for entities whose country is Hungary (HU). Non-Hungarian entities will not see the NAV section.
  • The connection can be set up by a client owner or an accountant admin. (In practice accounting offices usually create the NAV technical user themselves, so they can start the connection too.) Other roles can see the connection status but never the credentials.
  • You need a NAV technical user ("technikai felhasználó"), which you create inside your own NAV account. Specifically, AI Finance Team needs:
    • the entity's tax number (the 8-digit core),
    • the technical user's login,
    • the technical user's password,
    • the technical user's XML signing key ("aláírókulcs").

You do not need the XML exchange key ("cserekulcs") — that is only used for issuing invoices, which AI Finance Team never does.

Your credentials are stored encrypted in a secure vault. Once saved, nobody can read them back — not you, not your accountant, not even whoever entered them. That is why editing the connection requires re-entering all four values.

Creating a NAV Technical User

  1. Log in to the NAV Online Számla portal with your company's primary user.
  2. Go to User management → Create technical user.
  3. Assign the technical user the invoice query permission ("Számla lekérdezése").
  4. Save and note the login and password, then generate and copy the signing key.

Connecting in AI Finance Team

  1. From the workspace sidebar, open Master data → Entities and select your Hungarian entity.
  2. Scroll to the NAV Online Számla section.
  3. Enter the tax number, technical-user login, password, and signing key.
  4. Click Save & verify. AI Finance Team immediately checks the credentials against NAV and pulls your most recent invoices, so you can see straight away whether the connection works — or exactly what NAV rejected.
  5. Choose the start date: how far back to pull history. The default is 3 months and the maximum is 12. The end date is always today.
  6. Review the estimated invoice count for that period, then click Start sync.

Syncing only begins after you start it — a large history download never starts on its own. From then on, AI Finance Team polls NAV regularly and imports both your outbound (sales) and inbound (supplier) invoices.

Why the "~" before the count? NAV does not return an exact number, only pagination information, so we can only show an estimate. The period counts by the date NAV received the invoice, not the invoice date.

A longer period means more processing. Every invoice downloaded goes through categorization and matching, which costs money. If you only need the current period, choose a shorter range.

What Happens to the Imported Data

  • NAV-only invoices become real ledger entries even before any PDF exists. These show as document-less until a matching PDF is uploaded.

  • When you (or your supplier's document) later upload the PDF for an invoice already pulled from NAV, the two are merged into a single invoice — no duplicate. The PDF becomes the viewable document; NAV's government-validated amounts remain authoritative.

  • Income vs. expense is set from NAV's direction: invoices NAV reports as outbound for your entity are income; inbound are expenses.

  • If NAV's figures disagree with an uploaded document beyond a small tolerance, the invoice is flagged as an exception for your accountant to review — nothing is silently overwritten.

  • Invoices to private individuals arrive with no buyer at all. NAV is not permitted to report personal data, so it states only that the buyer is a private individual. Nominate one partner to book them to and they stop landing without a partner — see Managing Partners.

Pausing or Disconnecting

  • Pause sync stops polling but keeps your credentials and imported data.
  • Disconnect permanently deletes your stored NAV credentials from the vault. Imported invoice data stays in your ledger.

Notes & Limitations

  • NAV shows a buyer only the inbound invoices that suppliers actually reported, and only the fields they reported. Most compliant B2B invoices since mid-2020 are covered, but "every cost invoice appears automatically" is not guaranteed. Invoices flagged as partial carry a small marker.
  • A modification or cancellation (storno) invoice is imported as its own entry, linked to the original — it is never merged into the original invoice.

Troubleshooting

  • "Last sync error" in the status panel usually means the credentials were rejected by NAV. Re-check the login, password, and signing key, then Update credentials and Test connection again. (NAV technical-user passwords expire periodically and must be rotated.)
  • If no invoices appear after connecting, confirm the technical user has the invoice query permission in NAV and that the entity's tax number is correct.