KSeF – mandatory use of e-invoices in Poland

What is KSeF?

In the future, Polish companies will be required to submit invoices electronically to the National e-Invoice Portal (KSeF – Krajowy System e-Faktur). Unlike most previous regulations, this includes not only B2G but also B2B transactions, resulting in significant changes.

In recent years, e-invoicing has become a topic of particular interest for many countries in Europe. The EU Directive 2014/55/EU requires all public administration bodies in all member states to accept e-invoices since 18 April 2019. With KSeF, the “National System for e-Invoices”, Poland has now taken a step further. One of the main reasons for the introduction of comprehensive e-invoicing (B2B and B2G) is to prevent tax fraud. In brief, KSeF serves as an official clearinghouse of invoices in structured form.

Since 1 January 2022, there has been the option of submitting electronic invoices via this platform, provided the invoice recipient desires it or has the technical capabilities. The use of KSeF will be mandatory for all companies and institutions.

Six months to a year for implementation

Companies now face the challenge of connecting their accounting systems to KSeF, which is done via so-called APIs. In addition, it is equally important for them to be able to provide the necessary invoice information in the appropriate data structure. Depending on the technical environment, this implementation may well take several months.

KSeF Connect – the easiest way to KSeF

EDITEL Poland offers a simple and standardized solution for companies to participate in KSeF. Depending on the requirements, “KSeF Connect” can be used as an add-on to an existing EDI solution or as a module directly from the ERP software. The main functions of KSef Connect are to create structured invoices in the required format, validate their contents and subsequently transmit them to the central KSeF clearing house. The full automation of the invoicing process via KSeF Connect aligns with all (legal and technical) requirements set by the authorities.

It is advisable to start preparations promptly. If your company needs assistance with KSeF regulations, feel free to contact our experts.