National e-Invoicing System (KSeF)
We provide comprehensive support in implementing the National e-Invoicing System (KSeF). Our services include advisory, system implementation, invoicing process optimization, training, and ongoing company support.
What is the National e-Invoicing System (KSeF)?
The National e-Invoicing System (KSeF) is an IT platform that enables the issuance, receipt, verification, and storage of structured invoices in XML format. Its primary goal is to standardize the invoicing process and improve compliance with tax regulations. Invoices transmitted through KSeF receive a unique identification number, ensuring better control and adherence to the established format.
Who is required to use KSeF?
KSeF will apply to all VAT taxpayers conducting business activities in Poland. Eventually, it will become mandatory for all businesses, regardless of size, affecting how electronic invoices are issued and stored.
When will KSeF become mandatory?
Starting February 1, 2026, KSeF will be mandatory for businesses with sales exceeding 200 million PLN. All other businesses will be required to implement the system from April 1, 2026. It’s advisable to prepare in advance to ensure full compliance and avoid potential issues with the tax authorities.
How can we help?
Business and tax analysis (Pre-Implementation)
- Invoice compliance review: We conduct a thorough review of your invoicing processes to ensure compliance with KSeF requirements.
- Invoicing process optimization: We identify areas for improvements and automation in your invoicing workflow.
- Data mapping: We review the data required by KSeF, ensuring that all necessary elements are included in e-invoices and propose optimizations for data entry.
- Document review and verification: We check the correctness of selected invoices to confirm compliance with KSeF requirements.
- Consultation during system tests: We support you during system tests to verify the accuracy of data mapping and transmission to KSeF
Support in relations with tax authorities
- Legal regulations analysis: We analyze the legal framework surrounding KSeF, including regulation drafts, positions of tax authorities, and Ministry of Finance explanations.
- Support in dealings with tax offices: We assist in providing explanations to tax authorities in the event of KSeF-related audits.
Contract and procedure review for KSeF compliance
- Contract adjustments with contractors: We introduce changes to contracts, internal regulations, and procedures to align them with KSeF requirements, including solutions for system failures and invoice transmission.
- Internal procedure verification: We adapt your company’s internal processes and procedures to the new invoicing model and document flow.
Comprehensive KSeF implementation support
- KSeF implementation plan: We prepare a comprehensive plan for KSeF implementation, covering technological, process, and legal aspects.
- Data mapping: We identify key data required under the e-invoice scheme and tailor it to your company’s needs.
- Risk identification: We recognize potential risks related to the new invoicing model and propose solutions to mitigate them.
- Project support: We coordinate the project team and facilitate communication between tax, accounting, finance, and IT departments.
- System testing: We test IT systems for issuing and receiving invoices in KSeF and verify the correctness of generated documents.
Invoice validation and monitoring
- Technical invoice validation: We provide automated checks of invoice accuracy before they are sent to KSeF.
- E-invoice status monitoring: We track the status of submitted invoices and continuously monitor operations within the KSeF system.
Why us?
Recognized for contributions to economic development, commitment to corporate social responsibility, and building a strong, recognizable brand.
An award for companies adhering to high business standards, ensuring the highest quality of service in 2024.
Awarded for social responsibility initiatives, an effective policy towards employees and clients, and numerous social projects.
Ranked in the 2024 Rzeczpospolita tax advisory firm rankings.
What’s next?
System implementation
We support you in communicating with software vendors to ensure your system has all the necessary functionalities for your company. We verify contracts with business partners and provide legal and tax assistance in making the necessary changes for KSeF settlements. Additionally, we help prepare internal documentation and introduce required changes to processes, procedures, contracts, and regulations.
Work results
The outcome of our work will be a concise report assessing your company’s readiness for the safe implementation of KSeF, highlighting potential risk areas, and providing our recommendations. The report will outline changes needed in your company or procedures to safely implement KSeF.
Employee training
We offer training for employees responsible for issuing sales invoices in KSeF, as well as training staff in authentication and document authorization. These sessions—available in-person or online—will cover effective navigation in KSeF and practical application of the updated invoicing and documentation procedures within your company.
What are the costs of our support?
We support both large enterprises and smaller companies that want to grow and gain a competitive edge. If you’re curious about how much you could save and the benefits of working with us, contact us.
A conversation carries no obligation but could lead to significant tax savings.
Trusted us
Have a questions? Let’s talk!
Our team responds really quickly. Check it out!
- kancelaria@staniekandpartners.com
- +48 534 535 508
- NIP: 8992913267
- REGON: 520686986