KSeF Consulting
We help companies:
- understand new responsibilities and risks,
- adapt document flows to KSeF requirements,
- develop internal procedures and assign authorizations,
- conduct audits of systems and processes,
- effectively integrate accounting systems with KSeF platform.
Thanks to our experience and practical approach you will:
- avoid costly mistakes
- minimize the risk of sanctions
- be sure that your company is fully prepared for the new regulations
How does KSeF work?
The National e-Invoicing System (KSeF) is a platform for issuing and receiving structured invoices electronically. Structured invoices are in XML format and are consistent with the logical structure of e-Invoice published in the Central Repository of Electronic Document Templates (CRWDE) on the ePUAP platform.
Currently, this is a voluntary solution, but it will be mandatory for all taxpayers.
From 1 February 2026, KSeF will become a mandatory solution for large entrepreneurs registered as active VAT payers. From 1 January 2027, mandatory KSeF will also cover entrepreneurs exempted from VAT.
Read also: KSeF and invoices from and to foreign companies
Structured invoices can be issued using both free tools provided by the Ministry of Finance, as well as commercial programmes. However, using KSeF requires credentials, i.e. authentication and authorization of a given person in the system.
Moreover, companies are required to verify the taxpayer status for KSeF and will be required to mark invoices issued to people who do not use the system with the appropriate code. The requirement to mark documents with the code also applies to e-Invoice issued during the transitional period to buyers exempted from VAT.
KSeF implementation – how to prepare?
The mandatory KSeF will enter into force on 1 February 2026 (1 April for taxpayers whose turnover in the previous year did not exceed PLN 200 million) and will cover VAT payers with their registered office or permanent places of business in the territory of Poland.
To prepare for the transition to KSeF, a number of actions should be taken, including:
- confirm the existence of a permanent place of business in Poland by foreign VAT payers
- verify currently issued invoices against new requirements
- adapt current financial and accounting systems to KSeF
- prepare to issue corrective invoices in a new way
- grant permission to use KSeF, e.g. to an accounting office or an individual in the organization
- engage employees in the transition to e-invoicing
Moreover, the legislator also provided for sanctions for failure to fulfil the obligations of KSeF .
KSeF implementation – how can we help?
KSeF implementation is a process that is worth preparing for. In order to avoid mistakes and failures, it is worth using the support of experienced advisors who will help at every stage of implementing electronic invoices.
Our support in KSeF implementation includes a number of activities aimed at preparing the organization to fulfil the obligations related to KSeF.
KSeF consulting – scope of support:
- audit of processes, including sales, purchases and invoicing in terms of preparation for KSeF
- audit of internal documentation regarding sales and invoicing
- preparation of draft internal regulations regarding sales and invoicing
- mapping the KSeF schema according to the client's needs, including mapping data to e-Invoice
- determining the scope of responsibilities regarding KSeF
- indication of the optimal flow of tax processes in the scope of KSeF
- defining access methods for KSeF, including granting and revoking permissions in KSeF
- handling of corrective invoices
- defining the rules of conduct in the event of a system failure
- defining new technical requirements in line with KSeF
- defining the framework for secure data storage in the taxpayer's existing infrastructure
- training and workshops on KSeF:
- planned changes
- potentially problematic issues
- logic diagram FA(2) - assistance in selecting appropriate IT solutions compliant with KSeF requirements
- support in implementing KSeF
KSeF hotline – ongoing KSeF advice
We also offer a KSeF hotline service, which provides quick and convenient access to our experts. We know that sometimes there are problems in the organization that require not only effective, but also immediate and ad hoc assistance. Crowe's KSeF hotline allows you to get quick support for a specified number of hours per month.
KSeF is coming! Check if your company is ready for an invoicing revolution
The obligation to invoice in the National e-Invoicing System (KSeF) will soon become a daily reality. Do you know what stage of preparation your company is at? Use our checklist to quickly assess your readiness in key areas, from technology to internal processes and team training.
National e-Invoicing System - frequently asked questions (Q&A)
As part of the KSeF consultancy, we answer a number of questions that arise during preparations for the mandatory implementation of the system. Below are the most frequently asked questions along with the answers from our experts:
Non-compliance with KSeF requirements from 1 February 2026 (or 1 January 2027 for taxpayers exempted from VAT) may result in:
- a fine of up to 100% of the tax amount shown on the invoice or 18.7% of the gross value (if there is no tax)
- no possibility of including the cost in the tax deductible costs
- questioning the correctness of economic transactions by tax authorities.
Yes – provided that the authorizations are formally granted in the KSeF system. This can be done:
- via e-Tax Office
- using a qualified signature
- by issuing a UPL-1 or ZAW-FA power of attorney
Integration depends on the system. In many cases, ERP providers offer ready-made modules for communication with KSeF (API). We support clients with:
- integration testing,
- data mapping adjustments,
- configuration of automatic transmissions and receptions.
Watch the webinar recording: KSeF implementation – key legal and tax issues
