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10 Facts About KSeF: What Entrepreneurs Should Know About the e-Invoice System

  • From July 1, 2024, all VAT-registered companies in Poland will be required to issue invoices through the KSeF system.
  • Failure to comply with this requirement from 2025 onwards may result in a penalty of up to 100% of the tax shown on the invoice.
  • The KSeF infrastructure is capable of handling up to 100 million invoices per day.
  • Implementing the KSeF system may require modifications to document circulation, form transmission methods, and integration with other IT and accounting systems.
  • Invoices will be issued electronically through the KSeF system, eliminating the need for paper-based document handling.
  • Attachments to invoices cannot be sent through KSeF, but can be sent separately via email.
  • All invoices will be issued in XML format to minimize technical issues with different file types.
  • The invoice date will be determined as the date it is sent to KSeF, and the document will be considered received when it is assigned a number in the system.
  • The unique KSeF invoice number will consist of 32 characters and will also be visible in the Unified Control File (JPK).
  • KSeF will eliminate the need to send JPK_FA files to tax authorities.
  • Corrective invoices will need to include the KSeF number of the invoice being corrected.
  • Only authorized employees or individuals can issue invoices through KSeF.
  • Invoices will be archived in the KSeF system for 10 years.
  • Businesses using KSeF can receive VAT refunds up to 20 days faster.
  • KSeF allows tax authorities to monitor invoices and conduct automated checks to detect any irregularities.
  • It is advisable to start preparing for KSeF implementation to ensure a smooth transition to electronic invoice processing.


Note that this post was (partially) written with the help of AI. It is always useful to review the original source material, and where needed to obtain (local) advice from a specialist.


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