KSeF the national e-invoicing system of Poland
Send and receive structured digital KSeF invoices and comply to the Polish e-invoicing mandate.
The Polish National e-invoicing System Krajowy System e-Faktur (KSeF) is Poland’s national e-invoicing platform. And is becoming mandatory for all businesses.
The e-Invoicing mandate will apply to goods and services supplied both within Poland and abroad, as long as they involve business-to-business (B2B) transactions or deliveries to and between public institutions (B2G). The rules also cover foreign taxpayers who, under Polish VAT law, are required to issue invoices and have either a registered office or a permanent place of business in Poland. Excluded from the regulations are transactions with private individuals who are not in business (B2C).
Preparing for Poland’s KSeF E-Invoicing Mandate: What’s changing?
From February 1, 2026, large Polish taxpayers with annual turnover above 200 million PLN must switch to structured e-invoicing via the Krajowy System e-Faktur (KSeF). For small and medium-sized enterprises (SMEs), it is mandatory to use KSeF from April 1, 2026, and Micro-enterprises follow from January 1, 2027.
The mandate states that every invoice must be issued, sent, received, and archived as specified by the Polish Ministry of Finance.
Invoices must follow the FA(3) XML format and will undergo real-time validation to check for missing mandatory fields, incorrect metadata, or errors. When the invoice is validated, the document receives a unique KSeF number from the platform, and available to the buyer.
To comply with the Polish e-Invoicing mandate, businesses must:
- Authorized to KSeF by certificate, token, or qualified electronic signature.
- Adapt internal workflows to match the validation process and to submit invoices to the KSeF platform.
- Implement secure archiving and full auditable trails.
Companies that don’t adapt in time risk invoice rejections, payment delays, and compliance penalties.
The KSeF datasheet with technical specifications and more.
Available in English and Polish.
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Integrate KSeF with your invoicing and finance systems
Routty Cloud offers seamless connection to e-Invoicing channels like Poland’s KSeF, and it integrates smoothly with leading financial systems like SAP, as well as procurement software instances like Coupa. Therefore, companies can manage their invoicing, compliance, and financial workflows from one centralized hub without using multiple tools or manual uploads for the same financial document.
By linking KSeF’s structured invoice exchange with existing ERP and accounting environments, Routty Cloud helps finance teams automate compliance, reduce errors, and speed up payment cycles.
Routty Cloud for KSeF:
- Compliant FA(3) XML mapping
- Seamless KSeF connectivity through a certified compliance partner
- Legal archiving and audit-proof tracking
- Live dashboards, alerts, and analystics
The result: a streamlined, scalable invoicing process that fits naturally into your broader financial ecosystem.
Exchange electronic invoices via KSeF with full compliance, security, multi-ERP support, and scalable multi-channel integration.
Ready for seamless e-Invoicing compliance?
Whether you’re replacing PDFs or transforming a global invoicing operation, Dynatos ensures you’re KSeF-ready without slowing down your business. With Routty, you get a secure, compliant, and scalable e-Invoicing solution supported by native-speaking implementation consultants who understand both local requirements and global workflows. From finance leaders to IT managers, we help you connect KSeF to your ERP and finance processes, making compliance effortless.
Let’s make your invoicing future-proof. Talk to our experts today.
Frequently asked questions
KSeF (Krajowy System e-Faktur) is Poland’s official platform for issuing, receiving, and storing structured electronic invoices. Poland is implementing mandatory e-invoicing to improve tax transparency, reduce fraud, streamline VAT reporting, and ensure all businesses adhere to a unified digital invoicing standard.
Once mandatory B2B e-invoicing enters into force, all VAT-registered businesses operating in Poland, including foreign companies with a Polish VAT presence, must issue and receive invoices through KSeF. The mandate applies to domestic B2B transactions as well as some cross-border scenarios where Polish VAT obligations exist.
Invoices are generated in a structured XML format and submitted to KSeF for validation. If the invoice is accurate, the platform assigns a unique KSeF number, serving as official confirmation that the invoice exists and has been accepted into the national system. The buyer retrieves the invoice from the platform, ensuring consistent, traceable, and audit-ready document exchange.
Businesses should:
- Authorise their ERP or automation system to connect to KSeF.
- Implement structured invoice generation (FA(2) schema format).
- Adjust approval flows to avoid invoice rejections.
- Ensure that their compliance and finance teams are trained on the new processes.
Organisations that do not prepare may face invoice rejection, reporting delays, or compliance risks.
Yes. KSeF offers API-based connectivity, allowing ERP systems, invoicing platforms, and finance automation tools to send and receive invoices seamlessly. Integration supports automated validation, real-time status updates, archiving, multi-channel delivery, and consistent compliance with Polish requirements.
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