National e-Invoice System (KSeF) in Poland Archives

How to prepare your company for mandatory National e-Invoice System (KSeF) in Poland?

The implementation of KSeF should start with data audits and mapping of e-invoice fields, followed by ERP system updates and…

Can invoices be issued in a foreign language?

Yes. The content of the invoice or its visualisation may be bilingual or entirely in a foreign language, as long…

How does National e-Invoice System (KSeF) in Poland validate invoices and what happens if they contain errors?

National e-Invoice System (KSeF) automatically checks each invoice for correctness, including number uniqueness, correct dates, and field compliance with the…

What mistakes do polish companies most often make when implementing National e-Invoice System (KSeF)?

The most common errors are incomplete XML data mapping, outdated system information, incorrect user permissions, and lack of integration testing….

How to connect EDI with the National e-Invoice System (KSeF) in Poland?

EDI systems may still be used, but each invoice transmitted outside National e-Invoice System (KSeF) must include a QR code…

Are financial companies required to use National e-Invoice System (KSeF) in Poland?

Not all of them. The obligation to issue e-invoices in the National e-Invoice System (KSeF) does not apply to financial…

Can I issue invoices in National e-Invoice System (KSeF) on behalf of the contractor (self-billing)?

Yes, but only if the buyer has given formal authorisation. National e-Invoice System in Poland does not provide for supplier…

What is a transaction confirmation, and can it replace an invoice?

No, a transaction confirmation is not a VAT invoice. It is a simplified document that can be given to the…

How does offline24 mode work and when can it be used?

Offline24 mode allows issuing an invoice without connecting to National e-Invoice System (KSeF) in Poland – for example, in the…

Can I send invoices to clients outside National e-Invoice System (KSeF) in Poland?

Yes. If your contractor does not use National e-Invoice System (KSeF) (e.g. a foreign entity or B2C client), you must…

Is National E-Invoicing System (KSeF) a step towards standardizing e-invoicing across Europe?

Definitely. By introducing National E-Invoicing System (KSeF), Poland is aligning with EU trends in e-invoicing. Standardization means that companies operating…

Will National E-Invoicing System (KSeF) facilitate accounting in international companies?

Yes. National E-Invoicing System (KSeF) is based on a structured e-invoice format aligned with the EU digitalization strategy (ViDA project)….

How should employee expenses be handled in the context of National E-Invoicing System (KSeF)?

Employee expenses (e.g. fuel, accommodation, business travel purchases) will be documented with structured invoices in National E-Invoicing System (KSeF) if…

Can attachments be added to invoices in National E-Invoicing System (KSeF), and what are the rules?

From 1 February 2026, National E-Invoicing System (KSeF) will allow invoices with attachments, but only in a structured format as…

Will there be a dual system after 2026, with invoices partly in National E-Invoicing System (KSeF) and partly by email or paper?

Yes, but only during the transition period and in strictly defined cases. From 1 February 2026 large companies must use…

Will paper invoices disappear for foreign customers once National E-Invoicing System (KSeF) is introduced?

That depends on the agreement with the business partner. National E-Invoicing System (KSeF) applies only to transactions within Poland. For…

QR codes in National E-Invoicing System (KSeF) – how many are there and what are they for?

Invoices available outside National E-Invoicing System (KSeF) show one QR code, which allows quick access and verification of the document…

What happens if National E-Invoicing System (KSeF) is not working or the system is down?

In such cases, an offline or emergency mode applies. An invoice issued offline must be sent to National E-Invoicing System…

How should invoices be processed if a large customer uses National E-Invoicing System (KSeF) but a small supplier does not yet?

The rollout is phased: from 1 February 2026 the obligation will apply to the largest companies, from 1 April 2026…

Do I need to provide the National E-Invoicing System (KSeF) ID number in the title of a bank transfer or split payment (MPP)?

The obligation to include the National E-Invoicing System (KSeF) ID or a collective identifier in the payment title will apply…

Frequently asked questions about: National e-Invoice System (KSeF) in Poland