National e-Invoicing System – why you should prepare in advance for KSeF implementation

Key dates for implementing National e-Invoicing System – KSeF

As a result of public consultations, the Ministry of Finance has decided to postpone the date of entering into force the obligatory National e-Invoicing System. The new effective date for the mandatory KSeF is July 1, 2024, and for VAT-exempt taxpayers – July 1, 2025.

Despite postponing the obligation to adjust internal procedures to the new way of e-invoicing, companies should already consider integration with the government system. Implementing KSeF itself can take up to several months and require entrepreneurs to reorganize their business processes.

Why is it the right move to prepare for KSeF in advance?

Currently, using KSeF is voluntary, but it’s highly recommended to adapt internal accounting procedures in advance to be ready for mandatory e-invoicing. Below I present some arguments that might convince you to implement the right software earlier.

More time for delivering the project by following the best practices

Adapting a company’s system to integrate financial processes with KSeF can take several months. That kind of project requires involving not only the accounting department but also members of other teams cooperating with accountants. Earlier implementation will allow us to carry out the project without delays and according to best practices.

End-to-end testing to meet all of the user’s expectations

A crucial part of each implementation is running tests and gaining feedback from end users. Committing to running solid tests will allow finance and accounting department representatives to get familiar with the solution’s operation and identify room for improvement. At the same time, tech partners may adapt the software to the company’s needs. This approach will ensure compliance with the new regulations and give users more confidence to work with KSeF when the obligation to issue and share structured invoices comes into effect.

Adapting business processes to KSeF requirements

The obligation to use KSeF will require businesses to adjust their company procedures. It’s worth noting that these changes will cover IT processes as much as business and financial operations, e.g., issuing and accepting invoices and accounting for taxes. Earlier implementation will give us more time to enhance and redesign internal procedures or adapt the SAP system accordingly.

Benefiting from KSeF capabilities in advance

The main idea behind the National e-Invoice System is to streamline communication between the taxpayer and administrative authorities and tighten the tax system. Preparing the company for this obligation in advance will provide many benefits of early KSeF implementation.

Deploying an e-invoicing solution brings multiple advantages, e.g.:

• shorter VAT refund deadlines,
• no more obligation to issue sales invoices in JPK (invoices sent to KSeF won’t be included in JPK FA reports),
• reducing the risk of human error by automating processes.

Postponing the obligation to operate via KSeF by six months gives entrepreneurs more time to prepare internal procedures for the revolution in tax settlements. To ensure your company is ready for the new e-invoicing system on time, it’s worth considering implementing a solution that automates sending and receiving e-invoices now.