National System of e-Invoices

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Check what defines a structured electronic invoice

National System of e-Invoices

From July 1^st, 2024, VAT taxpayers in Poland who conduct transactions with contractors, will be obliged to submit and receive structured invoices via the National System of e-Invoices (KSeF).* A structured invoice (herein referred to as e-invoice) is an electronic invoice issued through the KSeF system with an assigned identification number. These invoices are saved in an XML format generated in accordance with a logical structure, or a so-called XSD schema. An e-invoice is issued by sending it to the system which verifies its correctness and - after positive verification - assigns it a unique number. *Status as of March 2023. We still await the final draft of regulations.

When is it needed?

As announced, all VAT taxpayers with their headquarters or fixed establishments (FEs) for carrying out economic activity in Poland, will be obliged to issue invoices in a structured form.

The process of implementing KSeF is multifaceted. KR Group is distinguished by an individual approach towards each Client, a holistic analysis of your business situation, and a strict focus on understanding the exact needs of your company.

Our offer:

Support in implementing KSeF:
Implementation of KSeF is a complex process requiring the introduction of various new processes within your company. The application of numerous technical elements is time consuming which is why we recommend adapting your company as of today.

KR Group offers two models of support, each preceded by an audit:
- Model of directly connecting your accounting system with the KSeF system.
- Model in which KR Group is responsible for the validation of invoices and connection to the KSeF system on the Client’s infrastructure.
Training for you employees
If necessary, KR Group experts will conduct a workshop dedicated to the specific needs of your organization. We will present substantive and technical terms needed for the implementation of KSeF.
Substantive support
Our experts will support you substantively in designing the process for implementing the system within your company.

Contact

Monika Goździewska

Senior VAT Manager

m.gozdziewska@krgroup.pl

(+48) 22 511 56 24

FAQ

I sell products to a contractor abroad. Does this invoice also have to be issued in the KSeF system?

Yes, invoices for foreign contractors will also have to be issued through this system. Sending the document directly to the recipient will be the responsibility of the Polish business.

Are invoices issued outside of KSeF still considered as invoices?

No – invoices issued outside of the National System of e-Invoices will not be considered as invoices.

I run an online store; my clients are natural persons. Do I have to issue invoices for these clients through KSeF?

The Ministry of Finance initially planned to introduce such an obligation for B2C transactions, but this is currently revoked. There will be no requirement of Issuing invoices in KSeF for consumers.

What happens in the case of a system malfunction?

In the case of a malfunction on the taxpayer’s side, there is the possibility of issuing the invoice in the offline mode outside of KSeF and delivering the invoice to KSeF on the following day.

I’m an entity exempt from VAT. Am I required to use KSeF?

Currently, no. The Ministry of Finance announced that taxpayers exempt from VAT will be obliged to use the system from January 1st, 2025.