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…
Frequently Asked Questions (FAQ)
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The most common errors are incomplete XML data mapping, outdated system information, incorrect user permissions, and lack of integration testing….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…
Why is cooperation between a Polish tax advisor and an accountant important?
Both professions have different competencies but complement each other. Accountants handle daily bookkeeping and reporting, while Polish tax advisors provide…
What limitations does an accountant in Germany have compared to a tax advisor?
In Germany, an accountant (Buchhalter) mainly handles financial documentation, invoice booking, and payroll. However, they cannot prepare annual financial statements…
What are the requirements to become a tax advisor in Germany compared to Poland?
In Germany, a tax advisor (Steuerberater) must pass a state exam and meet strict education and practice requirements. Different paths…
What are the requirements for accountants in Poland after deregulation, and how do they differ from Polish tax advisors?
Since 2014, the accounting profession in Poland has been deregulated – there is no requirement for special qualifications, only legal…
What is the education and training path for a Polish tax advisor?
To become a tax advisor in Poland, candidates must graduate from higher education, complete professional practice, pass the national exam,…
What are the benefits of long-term cooperation with a Polish tax advisor?
Ongoing cooperation guarantees continuous tax advisory in Poland, quick responses to legal changes, and full control of settlements. A Polish…
Can a Polish tax advisor represent clients before tax authorities and courts?
Yes. A Polish tax advisor is legally authorized to represent taxpayers in tax proceedings and before administrative courts. Tax advisory…
How much does tax advisory in Poland cost?
The cost depends on the scope of cooperation, complexity of the case, and frequency of services. A Polish tax advisor…
Why is tax advisory in Poland especially important for international companies?
Businesses operating abroad must deal with double taxation, different VAT systems, and complex EU regulations. A Polish tax advisor with…
What services are included in tax advisory in Poland?
Tax advisory in Poland includes legal interpretation of tax regulations, tax optimization, audits, representation before tax authorities and courts, company…
What are the differences between a Polish tax advisor and an accountant in Poland?
In Poland, accountants mainly manage bookkeeping, prepare balance sheets, and handle routine tax settlements. A Polish tax advisor, on the…
Can a Polish tax advisor handle cases where they previously worked as a public official?
No. A Polish tax advisor cannot handle cases in which they were previously involved as a public administration employee, court…
What qualities should a good tax advisor in Poland have?
In addition to knowledge and experience, a Polish tax advisor should demonstrate punctuality, reliability, industry expertise, and clear communication skills….
Why should you check references and reviews of a Polish tax advisor?
References and experience are as important as formal qualifications. A good Polish tax advisor should have positive client reviews and…
How to verify an attorney-at-law (radca prawny) who provides tax advisory services in Poland?
In Poland, an attorney-at-law (radca prawny) may provide tax advisory services, but it is important to verify their credentials. The…
What are the penalties for unauthorized use of the title “Polish tax advisor”?
The title “Polish tax advisor” is legally protected. Unauthorized use can lead to fines of up to PLN 50,000. Management…
How to verify the credibility of a Polish tax advisor?
The easiest way is to check the official register of the National Chamber of Tax Advisors in Poland. A listing…
Why is a Polish tax advisor considered a public trust profession?
A Polish tax advisor is responsible not only for correct tax settlements but also for the financial security of clients….
What are the duties of a tax advisor in Poland?
The scope of services includes providing tax advice and opinions, preparing tax returns, representing clients before tax authorities and administrative…
Who is a Polish tax advisor?
A Polish tax advisor is a regulated public trust profession, governed by the 1996 Tax Advisory Act. To obtain this…
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…
What is the pay & refund mechanism for dividend tax?
The pay & refund mechanism is applied when the total payments to a single related entity exceed PLN 2 million…
Can the dividend tax be reduced?
Yes, the dividend tax does not always have to be 19%. It is possible to apply a lower rate or…
What documents are required to benefit from the dividend tax exemption?
In order to apply the exemption, it is necessary to have the appropriate documentation. The basis is the tax residence…
Can a natural person benefit from dividend tax exemption?
Tax exemptions on dividends are available only to companies within the EU/EEA and Switzerland that meet certain shareholding and documentation…
Do dividends in kind also have to be taxed?
Yes, dividends in kind, i.e. in the form of real estate, goods or other assets, are also subject to taxation….
When does the obligation to pay tax on dividends arise?
The tax obligation arises at the moment of dividend payment to shareholders. The company acts as the tax remitter and…
Is there a dividend tax exemption?
Yes, a dividend tax exemption is possible, but only in certain cases. It applies to companies based in Poland, another…
How to settle foreign dividends in Poland?
Foreign dividends are also subject to taxation in Poland. In such a situation, the investor – as a Polish tax…
Do I have to settle the tax on dividends myself?
In the case of dividends paid by Polish companies, the investor does not settle the tax themselves, because the company…
How much is the dividend tax in Poland?
The dividend tax in Poland is a flat rate of 19%. It is collected by the company at the time…
Does a qualified electronic signature work in Poland’s KSeF system?
Yes, a qualified electronic signature is one of the accepted authorisation methods in the the National e-Invoicing System (KSeF) in…
Can I use a qualified electronic signature in Poland to handle matters with KRS, CRBR, or the tax office remotely?
Yes, the qualified signature is widely used for online submission of documents to systems such as KRS, CRBR, and e-Deklaracje….
Do I need a PESEL number to get a qualified signature in Poland?
It is not mandatory, but having a PESEL number makes the process significantly easier and faster. In many cases, obtaining…
Can a qualified electronic signature in Poland be integrated with corporate systems?
Yes, many providers offer integration with internal systems such as ERP, document workflow, HR, or accounting. Signatures can also be…
How long is a qualified electronic signature in Poland valid?
The validity of a certificate depends on the selected option – usually 1, 2, or 3 years. After this period,…
Can I use one qualified electronic signature in Poland for multiple companies?
Yes, as the signature is linked to a person, not a specific company. This means one individual can use the…
Can foreign entrepreneurs obtain a qualified electronic signature in Poland?
Yes, access is not restricted by nationality. However, identity verification is required – usually via passport or/and PESEL number. Having…
Can I transfer my qualified electronic signature in Poland to another provider?
No, it is not possible to transfer an active certificate to another provider – each certificate is linked to a…
Which qualified signature providers are worth considering in Poland?
Several verified providers operate in Poland, offering various technical solutions and pricing models. These include CERTUM (SmartSign), EuroCert (SecureDoc), KIR…
Where can I purchase a qualified electronic signature in Poland?
Qualified signatures can be obtained from certified trust service providers listed in the official register. The most popular in Poland…
What are the technical requirements for using a qualified electronic signature in Poland?
You need a computer or phone with internet access and appropriate software from the provider. Depending on the signature format,…
Can I give my qualified electronic signature in Poland to someone else?
No, a qualified electronic signature is assigned to one specific individual and must not be shared with anyone. Even if…
What happens when my qualified certificate in Poland expires?
Once the certificate expires, you can no longer use the signature to sign documents. To continue using it, you need…
Can I use a qualified electronic signature in Poland on multiple devices?
Yes, the signature can be used on different computers or phones – depending on the chosen solution. If using a…
What is the process for obtaining a qualified electronic signature in Poland?
To obtain a qualified signature, you must choose a certified provider and go through the identity verification process. The qualified…
What are the costs associated with obtaining a qualified electronic signature in Poland?
The cost depends on the provider, the chosen solution (e.g. mobile app or cryptographic card), and the certificate validity period…
Can I use a qualified electronic signature in Poland while abroad?
Yes. A qualified electronic signature in Poland works independently of your location – you can sign documents from any country….
What documents can I sign with a qualified electronic signature in Poland?
A qualified electronic signature allows you to sign all documents requiring a handwritten signature – including contracts, applications to the…
What are the differences between a qualified and a non-qualified signature in Poland?
A qualified signature is issued by a certified provider and requires identity verification. It has full legal effect and can…
What is a qualified electronic signature in Poland and how is it used in business?
A qualified electronic signature in Poland is the digital equivalent of a handwritten signature, allowing the signing of documents required…
Does the choice of bank matter when setting up a company in Poland?
Yes, selecting a bank for the company’s business account is an important part of the company registration process. Banks differ…
Which company form is worth choosing in Poland?
The most commonly chosen legal form by foreign investors is the limited liability company (sp. z o.o.), due to its…
Does a company need to have a registered office address in Poland?
Yes. Every company must have a registered office address (business registration address) located within the territory of Poland in order…
What are the typical costs of setting up a company in Poland?
The costs of setting up a company in Poland depend on the legal form, the method of registration, and any…
How long does it take to register a company in Poland?
The standard time for registering a company in Poland is up to several weeks, depending on the selected legal form…
Do I need to be physically present in Poland to register a company?
No. Company registration in Poland can be carried out entirely remotely using a notarized power of attorney. Founders do not…
Can a foreigner set up a company in Poland?
Yes. Natural persons and legal entities from most countries – including EU and many non-EU jurisdictions – are legally allowed…
What are the costs of implementing Business Intelligence?
The costs of implementing BI depend on many factors, including the size of the enterprise, the number of data sources,…
How long does it take to implement a Business Intelligence system?
The time to implement a BI system depends on the scale and complexity of the project. For small and medium-sized…
Is Business Intelligence suitable for small and medium-sized enterprises (SMEs)?
Yes, Business Intelligence (BI) is not only suitable but often crucial for small and medium-sized enterprises (SMEs). With BI, SMEs…
What are the benefits of implementing Business Intelligence in my company?
Implementing BI can bring many benefits, including: Better decision-making: BI provides precise and up-to-date data, enabling management to make more informed…
What is Business Intelligence (BI)?
Business Intelligence is a set of technologies, applications, and practices used for collecting, integrating, analyzing, and presenting business information. The…
Can accounting services in Poland support financial planning and analysis?
Yes, many accounting offices in Poland offer services that go beyond traditional accounting, including support for financial planning and analysis,…
How does the Accounting Act affect business operations in Poland?
The Accounting Act establishes the legal framework for accounting in Poland, including how financial records are kept, reporting and auditing….
Is financial outsourcing in Poland a good solution for small businesses?
Yes, financial outsourcing is an excellent strategy for small businesses. It provides access to high-quality accounting services at an affordable…
Are financial accounting services available for foreign companies in Poland?
Yes, our accounting offices in Poland offer services tailored to the needs of foreign companies. These services include compliance with…
Can accounting records and ledgers be kept in a foreign currency in Poland?
No, accounting records and ledgers must be kept in Polish złoty (PLN) in accordance with Polish accounting law.
What types of accounting services are available for companies in Poland?
Companies in Poland can benefit from a wide range of accounting services, including financial accounting, tax accounting, bookkeeping services, and…
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