From 2026 onwards, all invoices in Poland must go through KSeF. This means more than just switching formats: businesses need to adapt internal processes, IT systems, and compliance workflows. How can you prepare effectively?
The KSeF process in 5 steps
Each invoice must be validated by the tax authority before it is legally binding:
- Authorization to issue e-invoices.
- Authentication within KSeF.
- Submission of the invoice in FA(3) XML format.
- Real-time validation by the tax authority.
- Assignment of a unique KSeF number.
What changes for your business?
- Format: invoices must comply with FA(3) XML.
- Validation: missing fields or errors will result in rejections.
- Authorization: access via token, certificate, or qualified e-signature.
- Archiving: secure storage and audit-proof trails required.
Key challenges
- Legacy processes (PDF, paper) will no longer be valid.
- Hybrid invoicing scenarios during the transition period.
- Increased complexity with multiple ERPs or cross-border operations.
How to get ready
- Ensure your ERP or finance system supports FA(3) XML.
- Set up workflows for validation and error handling.
- Test early in sandbox environments to reduce go-live risks.
Conclusion
Organizations that act now will minimize risks, avoid penalties, and ensure smooth operations once the mandate takes effect.
Curious about the full requirements and technical details?
Download our KSeF datasheet to learn about deadlines, XML structures, and how Routty Cloud ensures seamless compliance.
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