E-Invoicing in Poland
Poland is implementing KSeF (Krajowy System e-Faktur), a centralized national e-invoice system. After a voluntary phase since 2022, KSeF will become mandatory for all B2B transactions from February 2026.
Do I Need to Act?
Prepare Now— February 2026
Threshold: All Polish VAT taxpayers (receiving from Feb 2026)
KSeF XML Schema
Recommended format
- 1Register for KSeF (Krajowy System e-Faktur) platform
- 2Integrate your accounting system with KSeF API
- 3Validate invoices against KSeF schema requirements
- 4Plan for mandatory sending from April 2026 (large) or April 2027 (all)
Pre-configured with Poland ruleset • Free to try
Quick Facts
Current Regulation
KSeF (Krajowy System e-Faktur)
Language
Polish
Currency
PLN
Accepted Formats
KSeF XML format
Upcoming Changes
B2B mandate from February 2026
Key Dates & Timeline
January 2022
KSeF launched as voluntary
February 2026
KSeF mandatory for all B2B
B2G Requirements
Currently, B2G e-invoicing follows similar rules to B2B. Once KSeF becomes mandatory, all invoices including those to public entities will flow through the national system.
Government Portal
KSeF
B2B Requirements
From February 1, 2026, all Polish VAT payers must issue and receive e-invoices through KSeF. The system provides real-time validation and stores invoices for 10 years. Cross-border transactions will also require KSeF reporting.
Technical Requirements
KSeF uses a proprietary XML schema defined by the Polish Ministry of Finance. Authentication requires a qualified electronic signature, trusted profile, or authorization token. Each invoice receives a unique KSeF number upon acceptance.
Accepted Formats
- KSeF XML format
Key Requirements
- KSeF structured invoice format
- Submission via KSeF platform
- Qualified electronic signature or trusted profile
- NIP (tax ID) required
Common Invoice Rejections in Poland
Top 5 validation errors based on our data
Bank account not on VAT white list
Verify bank account is on VAT white list.
VAT rate invalid for item type
Verify VAT rate matches Polish VAT law for the item type.
Unit code not recognized
Use Polish unit codes from the official classification.
KSeF XML schema validation failed
Validate XML against current FA schema before submission.
Don't wait for rejection
Validate your Poland invoices before sending to catch these issues early.
Penalties & Non-Compliance
From 2026, penalties for non-compliance include fines up to 100% of the VAT amount on non-compliant invoices.
Poland: Updated threshold criteria for KSeF Phase 1
Clarified that Phase 1 mandatory e-invoicing from February 1, 2026 applies to enterprises with 2024 sales exceeding 200 million PLN, providing more specific threshold criteria than previously available.
Source: Polish KSeFPoland KSeF Implementation Now Shows Detailed Phased Rollout
The KSeF system will be implemented in three phases: February 1, 2026 for businesses with revenue >200M PLN in 2024, April 1, 2026 for most other businesses, and January 1, 2027 for businesses with monthly revenue ≤10,000 PLN. This represents a significant change from the previously understood single implementation date.
Source: KSeF PortalPoland KSeF mandate date confirmed
Poland confirms February 1, 2026 as the mandatory start date for the KSeF national e-invoicing system.
Source: Polish Ministry of FinanceE-Invoicing Partners for Poland
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