Poland introduces its e-invoicing system, the KSeF, in October 2021

June 15, 2021

Starting from October 1, 2021, Polish businesses will be able to use the official e-invoicing system to issue electronic invoices for B2B transactions

For now, e-invoicing is not mandatory, but the Polish government plans to make it obligatory within the next 2 or 3 years. The Polish e-invoicing system is called KSeF (Krajowy System e-Faktur, or National e-Invoicing System), and the Ministry of Finance is in charge of it. 

In this article, we’ll look into the details of the Polish e-invoicing system, and what e-invoices will look like. 

What will Polish e-invoices be like?

To issue e-invoices, Polish businesses will need to use the KSeF system. For now, e-invoices issued through the KSeF portal will coexist with other types of invoices, such as paper invoices and other electronic invoices (f.e. in a PDF format). The KSeF portal will be used to issue and receive invoices, and the purchaser of the supplies will need to confirm that they can accept e-invoices. 

E-invoices will be formatted according to the official template, which has a pre-set structure. Suppliers will have the option to authorize an accountant or an accounting firm to issue invoices on their behalf. 

Before a supplier can issue an e-invoice, they need to notify the Polish tax office which users and entities can connect to the portal to: 

  • Prepare and issue the invoice (i.e. the business itself or their accountant)
  • Receive, download and settle the invoice (i.e. the buyer or their accountant). 

The portal of the Polish e-invoicing system will store invoices for 10 years after the year when they were issued. 

The goals and advantages of the new e-invoicing system in Poland

Poland is following the example of other EU countries who have introduced their e-invoicing solutions, with similar objectives and rationale. 

The objectives of the Polish e-invoicing system

The Ministry of Finance has several objectives for the new e-invoicing system. It aims to: 

  • Have better visibility into the invoices that are issued and received by Polish businesses
  • Optimize and facilitate financial control and combat VAT fraud
  • Speed up the payment of invoices and make it more secure
  • Simplify VAT compliance for Polish companies. 

The advantages of the KSeF system for businesses

There are a few advantages for Polish businesses, as well. With the new e-invoicing system, they can make sure that: 

  • The invoice has reached the recipient successfully
  • E-invoices are securely stored at KSeF, and won’t be lost or damaged
  • The template of e-invoices will be the same for all companies
  • They’ll be able to benefit from faster VAT refunds if they meet certain conditions (but for this, they need to use the e-invoicing system for all their invoices)
  • Input and output tax for both the buyer and the supplier will be corrected faster, in case the supplier needs to issue a correction invoice for a negative sum. 
  • Financial audits will be simpler, as the Ministry of Finance will be able to access information directly via the KSeF.

As you can see, businesses have several reasons to move on to the new system, but the full transition will take at least 2 years, at least until 2023.

Fonoa Automated Real-time Invoice Reporting Solution

We are aware that new regulations have a substantial impact on how businesses operate. That’s why we built Fonoa Reporting, a solution that automatically reports sales transactions to tax authorities around the world.

If your business is affected by real-time invoice reporting obligations anywhere in the world, reach out to us, and we will help you automate the invoice reporting process.