Poland: The rollout of the KSeF e-invoicing system is in its next phase

September 3, 2021

Poland has begun the gradual rollout process of its Krajowy System of e-Faktur, or the KSeF e-invoicing system. The system will feature a continuous transaction control (CTC), i.e. real-time transaction-based reporting and clearance of invoicing data. 

In this article, we’ll look into the latest developments of the KSeF system and the accompanying legislation necessary for its rollout. 

The rollout process of the KSeF system: where are we currently standing? 

The Polish Ministry of Finance published draft legislation in 2021, which will still need to pass parliament adoption. The KSeF system is currently being defined by the Ministry, and its proposed technical details had already been released for a public discussion and consultation earlier this year. The Ministry has already analyzed the comments resulting from this consultation and provided further clarifications on the Polish CTC system and its implementation. It has made the following decisions: 

  • The KSeF-related legislation will be further detailed and published in October 2021
  • Testing will begin in October 2021, and all taxpayers will be able to participate
  • The pilot (test) phase will be of 3 months, from October to December 2021
  • The system will officially go live in 2022, and its use will first be voluntary
  • E-invoicing will become mandatory in 2023. 

The proposed timeline allows sufficient time for businesses operating in Poland to adapt to the new changes, as they’ll be able to start implementing the e-invoicing process starting from October 2021. 

What are the benefits of the KSeF system?

The automation of the creation, delivery and processing of invoices will help businesses optimize their accounting processes. The benefits of the new system, according to the Ministry of Finance, include:

  • More efficient invoice delivery and guaranteed reception through the KSeF portal
  • Faster and more secure payments
  • Faster processing of VAT refunds 
  • Secure storage in the database of the tax office (for a predefined period)

The handling of duplicated or corrective invoices will also be easier, especially as the new SLIM VAT 2 package comes into force. 

The public consultation was an important step in the rollout of the KSeF system, and the Polish authorities have expressed their intent to assist businesses with its implementation in the following ways: 

  • Open the KSeF platform for public testing and voluntary subscription as soon as possible
  • Give businesses sufficient time to adapt to new changes
  • Provide assistance and detailed documentation throughout the KSeF rollout process. 

We recommend testing and adopting the new KSeF system early on, so that you have sufficient time to prepare for its mandatory implementation. 

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.