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e-Invoices

KSeF — the National e-Invoicing System

Implementation and day-to-day handling of e-invoices for businesses in Wejherowo and across Poland.

„We guided our clients through the introduction of JPK in 2016, JPK_CIT in 2025 and KSeF in 2026. Every reform looks the same with us: a calm implementation on our side, while our client's business carries on as usual.”

Mandatory e-invoicing from 2026

KSeF (Krajowy System e-Faktur, the National e-Invoicing System) is a government platform for issuing, sending and receiving structured invoices. Every invoice issued in the system receives a unique identification number and is stored on Ministry of Finance servers for 10 years.

In practice, this means the end of paper and PDF invoices between businesses. From 1 April 2026 all businesses in Poland issue their invoices in KSeF — from sole traders to companies (except the smallest taxpayers, who have until 1 January 2027). A B2B invoice issued outside the system, other than in the emergency modes, does not meet the requirements of the VAT Act.

For many businesses this is a revolution in the way they work. For us, it is another reform in our 33-year history that we are guiding our clients through. We know the key to a smooth transition is preparing well in advance.

Deadlines

When does KSeF become mandatory for you?

The obligation was introduced in stages. Check which deadline applies to your business.

  1. 1.02.2026

    Large businesses

    Mandatory KSeF invoicing for businesses whose sales exceeded PLN 200 million in 2024. From this date, all businesses — regardless of size — receive invoices through KSeF.

  2. 1.04.2026

    All other businesses

    Mandatory KSeF invoicing extends to all other businesses: limited liability companies, limited and general partnerships, sole traders — regardless of VAT status.

  3. 31.12.2026

    End of the transition period

    Until the end of 2026 there are no financial penalties for KSeF-related errors. This is a time to fine-tune your processes calmly — make the most of it.

  4. 1.01.2027

    Smallest taxpayers

    Businesses whose monthly invoiced sales do not exceed PLN 10,000 gross must issue invoices in KSeF from this date at the latest.

Services

Full KSeF support — from implementation to everyday use

We don't leave clients alone with the Ministry of Finance's technical documentation. We take care of everything — from the initial setup and integration with your invoicing software to ongoing support.

Readiness audit

We check how your business invoices today, which systems it uses and what needs to change. You get a concrete list of steps.

Permissions and certificates

We configure your company's access to KSeF, grant permissions to your staff and accounting office, and help you obtain KSeF certificates.

Integration with your invoicing software

We connect KSeF to your software — Comarch ERP Optima, Subiekt, BaseLinker, wFirma, iFirma. We choose a solution that fits the way you work.

Team training

We show your staff how to issue and receive invoices in KSeF. Short and practical — so they can work independently from day one.

Ongoing invoice handling

After implementation, handling invoices in KSeF becomes part of your standard accounting. We monitor statuses, KSeF numbers and data accuracy.

Corrections and emergency modes

We help in emergencies — offline mode, system unavailability, errors, corrective invoices. We know how the system behaves in difficult cases.

Why us

33 years of experience with tax reforms

From the client's point of view, every reform in Polish accounting looks much the same: uncertainty, fear of penalties, questions about new procedures. We went through it with our clients in 2004 when Poland joined the EU, in 2016 when JPK was introduced and in 2025 with JPK_CIT. Now we're doing the same with KSeF.

We know that the key is preparing processes early, integrating systems and communicating clearly with the client's team. Your business doesn't feel the transition — invoicing works just as before, only the technology behind it is new.

Experience with every reform

JPK, JPK_VAT, JPK_CIT, KSeF — we have guided our clients through every reporting change of the last decade.

Full accountability

We hold professional indemnity insurance for accounting offices and use licensed software. We take responsibility for a correct implementation.

Remote service

We implement KSeF for clients all over Poland — with no need to visit our office in Wejherowo.

Changes

What KSeF changes in your company's daily work

KSeF is not just a formal requirement — it changes the way sales are documented. Here are the key differences.

01

Invoices in a single XML format

Instead of various PDF layouts — one structure defined by the Ministry of Finance (FA(3)). Every invoice receives a unique KSeF number that confirms its existence in legal transactions.

02

The end of paper in B2B

In business-to-business transactions, paper invoices disappear. Invoices for consumers may be issued outside KSeF — it's the seller's choice.

03

Issue date = date sent to KSeF

An invoice receives its number and becomes a valid document the moment it is sent to the system. Emergency modes allow it to be issued outside KSeF and uploaded later.

04

KSeF number in payments

From 1 January 2027, transfers between VAT payers will have to include the invoice's KSeF number. It's worth preparing your document flow now.

05

No shortcuts to VAT refunds

The 40-day VAT refund for simply using KSeF ended when the system became mandatory. A faster refund depends on other conditions — we'll check whether you meet them.

06

Archiving handled by the state

Invoices are stored in KSeF for 10 years. You don't need to keep your own electronic archive of structured invoices.

KSeF implementation

Let's check whether your business is ready for KSeF

Briefly describe how you issue invoices today and which software you use. We'll call you back, tell you what needs to change and prepare a quote for the implementation — with no obligation.

Frequently asked questions

KSeF questions

Does KSeF apply to my business?

Yes. From 1 April 2026, the obligation to issue invoices in KSeF applies to all businesses in Poland — regardless of legal form and VAT status. The exception: businesses whose monthly invoiced sales do not exceed PLN 10,000 gross have until 1 January 2027. Everyone has had to receive invoices through KSeF since 1 February 2026.

I haven't implemented KSeF yet. What now?

Until 31 December 2026 there are no financial penalties for KSeF-related errors, but the obligation to issue invoices in the system already applies. The sooner you get your processes in order, the more smoothly you'll go into 2027. Get in touch — we'll handle the implementation for you.

Do I need to buy additional software?

Not necessarily. The Ministry of Finance provides free tools (the KSeF Taxpayer Application and the KSeF mobile app), and most accounting programs — Comarch ERP Optima, Subiekt, wFirma, iFirma — already integrate with KSeF. We'll advise you on the solution that suits the size of your business.

Do invoices for consumers also go through KSeF?

They don't have to. Invoices for private individuals who don't run a business can be issued in KSeF or outside it — the choice is the seller's. If you issue them in KSeF, the customer receives a visualisation of the invoice with a QR code.

Who is responsible for errors in KSeF invoices?

Just as before — the issuer of the invoice. KSeF checks the formal correctness of the XML file, but not the substance of the invoice. That's why it's important to issue invoices in a properly configured system. We look after both layers.

What if KSeF stops working?

The system provides for emergency modes. When an invoice can't be sent to KSeF at a given moment, it is issued outside the system and uploaded later — within the deadlines set for the given mode (offline24, the emergency mode announced by the Ministry of Finance, and the total failure mode). We help in each of these cases.

What about advance and corrective invoices?

In KSeF they are issued just like regular invoices — with the additional requirement to state the KSeF number of the original invoice (for a correction) or of the earlier advance invoices (for the final invoice). We handle this as part of your ongoing accounting.

How much does KSeF implementation with JUGOMA cost?

The price depends on the size of your business, the number of people issuing invoices and the software you currently use. For existing clients, implementation is part of the standard accounting service. For new clients, we prepare an individual quote after a short conversation — and your first month with us costs PLN 1.

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