National e-Invoice System starting now

Bartosz Taberski, SAP SRM, SAP Finance Consultant

11th October 2021
Legal news
2 min

Update 26 April 2024.

The Ministry of Finance has announced new dates for the introduction of the National e-Invoicing System. According to the latest findings, the system will enter in two stages:

1 February 2026 for entrepreneurs whose sales value exceeds PLN 200 million,
1 April 2026 for all other entrepreneurs.

There are several important reasons why it is advisable to prepare for implementation in advance:

Ensuring stability: By starting the implementation project earlier, the company gains additional time for testing and adapting the system, thus minimizing the risk of errors and problems that can occur in a hurry.
Time for employee training and adaptation: Earlier implementation allows more time for employee training and adaptation to the new system. This, in turn, can increase the efficiency of system use and reduce the risk of errors.
Opportunity for testing and optimisation: Starting the process earlier allows for in-depth system testing and optimization. This provides the opportunity to detect and resolve potential problems before the official implementation date.
Ensuring business continuity: Implementing KSeF earlier enables a smooth transition to the new system without disrupting the continuity of business operations, which is key to maintaining company stability.
Avoiding IT overload: Starting the project earlier avoids overloading the IT department at the last minute.

On Thursday, October 7 of this year, the Ministry of Finance posted on its website an invitation to IT companies to test the pilot program of the National e-Invoice System (KSeF). A specification for KSeF connectivity has also been published, and trial versions of IT tools have been made available to:

✓ use of self-generated signatures and authorization seals,
✓ transmission of invoices to the National System of e-Invoices using the provided API in batch or interactive mode,
✓ downloading the UPO with a list of invoices sent in a batch or interactive session.

No registration is required to participate in the pilot, and access to the trial version of the software has been provided via a publicly accessible website. Invoices sent during the tests have no legal consequences and will be removed from KSeF after some time.

In order to gather as many opinions as possible, the Ministry of Finance encourages testers to send comments or suggestions for possible modifications, because as from January 2022, Polish entrepreneurs will be able to officially use e-Invoices as one of the permitted forms of documenting sales, alongside traditional paper invoices. According to the recently adopted by the Parliament draft of amendments to the VAT Act in 2023, the use of e-invoice will become obligatory.