Poland is taking a significant step towards digital transformation in its economy with the upcoming mandatory implementation of the National E-Invoicing System, or Krajowy System e-Faktur (KSeF). This new centralized platform for issuing, receiving, and archiving electronic invoices is set to revolutionize how businesses handle their invoicing processes. While the transition may present some challenges, the long-term benefits for both businesses and the tax administration are expected to be substantial.
What is KSeF?
The KSeF is a nationwide telecommunications system created by the Polish Ministry of Finance. It introduces a standardized, structured electronic invoice (e-invoice) in XML format. Every invoice will be issued and received through this central government platform, which will assign a unique identification number to each document, officially entering it into legal circulation. This move is aimed at increasing the efficiency of the tax system, reducing tax fraud, and simplifying the invoicing process for businesses.
Who will be affected and when?
The rollout of mandatory KSeF will be implemented in two main stages in 2026:
- From February 1, 2026: The obligation will first apply to large taxpayers whose sales value exceeded PLN 200 million in the previous year.
- From April 1, 2026: The requirement will be extended to all other entrepreneurs, including both active VAT payers and those exempt from VAT.
It's important to note that while the mandatory implementation is set for 2026, the system has been available for voluntary use since January 1, 2022. This voluntary period has allowed businesses to gradually adapt their systems and processes.
The benefits of KSeF for your business
The introduction of KSeF is not just about fulfilling a new legal obligation; it also brings a range of benefits for businesses:
- Faster VAT refunds: Businesses using KSeF will be eligible for a shortened VAT refund period, reduced from 60 to 40 days.
- Simplified processes: The standardized format of e-invoices will streamline accounting and reduce the risk of human error.
- No more invoice archiving: The responsibility for storing invoices for 10 years will shift to the tax administration, freeing up resources for businesses.
- Enhanced security: The centralized system ensures that invoices are securely delivered and stored, eliminating the risk of loss or damage.
- Real-time control: Businesses will have a real-time overview of their invoicing, improving financial control and liquidity planning.
How to prepare for the KSeF transition
To ensure a smooth transition to KSeF, businesses should take the following steps:
- Analyze your current invoicing process: Understand your current workflow for issuing and receiving invoices, and identify the areas that will need to be adapted.
- Choose a KSeF solution: Evaluate your existing ERP system's compatibility with KSeF. Many software providers are offering dedicated solutions and integrations.
- Plan the implementation: Develop a clear implementation plan, including timelines for integration, testing, and training.
- Train your team: Ensure that your finance, accounting, and IT teams are familiar with the new system and processes.
KSeF solutions for Microsoft Dynamics 365
For businesses using Microsoft Dynamics 365, a number of certified partners have developed dedicated solutions to ensure seamless integration with the KSeF platform. These solutions automate the process of generating and exchanging structured e-invoices, ensuring full compliance with the new regulations.
As you prepare your business for this new digital era of invoicing, it is crucial to partner with a technology provider that understands the intricacies of the Polish market and the KSeF system. DeliveredSoft has its own solution that implements KSeF in Microsoft Dynamics 365, offering a comprehensive and reliable way to meet the upcoming requirements.
About DeliveredSoft
DeliveredSoft is an expert Microsoft Dynamics 365 Commerce partner for enterprise retail and logistics companies. The company uses a direct, expertise-driven approach to transform complex business challenges into simple, effective solutions. Its core mission is to simplify commerce through deliverability, partnership, and authenticity.
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