KSeF (National System of e-Invoices)

KSeF, or the National System of e-Invoices, is a mandatory electronic system for issuing and receiving invoices in Poland, introduced by the Ministry of Finance with the aim of digitizing the invoicing processes in Poland. This system enables the issuance, receipt, and storage of electronic invoices in a structured format that complies with the latest European Union requirements for e-invoicing. From February 1, 2026, the National System of e-Invoices (KSeF) will be mandatory for entrepreneurs with sales exceeding 200 million PLN, and from April 1, 2026, it will be mandatory for all businesses.

What is KSeF?

The National e-Invoice System (KSeF) is a central IT system managed by the Ministry of Finance, which enables entrepreneurs to submit electronic invoices in a secure and legally compliant manner. This system was created in response to the growing market needs and EU legal requirements for a uniform electronic invoice format.

Why is the National e-Invoice System (KSeF) Important for Entrepreneurs?

Increased Efficiency: KSeF allows entrepreneurs to process invoices faster and more efficiently by automating many invoicing-related tasks. Businesses can reduce operational and administrative costs and accelerate document circulation within the company. Legal Compliance: Using KSeF ensures full compliance with tax regulations in Poland. Invoices issued and received through the system automatically meet all required standards and formats, minimizing the risk of errors and legal issues. Data Security: KSeF guarantees a high level of data security through the use of advanced encryption technologies and personal data protection measures. This makes the system resistant to various types of cyber-attacks.

How Does the National e-Invoice System (KSeF) Work?

Registration and Login:

To use KSeF, an entrepreneur must first register in the system. This process requires providing company data and information about the person authorized to represent the business. After registration, the user gains access to their account in the system, from which they can manage invoices.

Issuing Invoices:

Issuing an invoice in the KSeF system is intuitive and not significantly different from traditional methods. The user fills out an electronic invoice form, entering all necessary data such as buyer information, description of goods or services, price, VAT rate, etc. After data verification, the invoice is automatically sent to the recipient.

Storing Invoices:

All invoices issued and received by the entrepreneur are automatically stored in the KSeF system. This provides easy access to transaction history and simplifies archiving and audit processes.

Benefits of Implementing KSeF

Cost Reduction: Eliminating paper invoices reduces costs associated with printing, mailing, and storing documents. Faster Payments: Faster invoice circulation can contribute to quicker receipt of payments from clients. Eco-Friendly Solution: Reducing paper usage helps protect the environment.

Summary

The National e-Invoice System (KSeF) is a modern tool that simplifies and automates the invoicing process in Poland. This allows entrepreneurs to focus on growing their businesses, confident that their invoicing is compliant with current regulations, secure, and efficient.