Poland’s Mandatory e-Invoicing System Postponed : 

Poland e-Invoicing Mandates: What You Need to Know 

By Ioana Ploesteanu, Product Marketing Manager, Tradeshift

Polish businesses are getting a reprieve on mandatory B2B e-invoicing clearance. Originally planned for July 2024, the new Krajowy System e-Faktur (KSeF) system will now be implemented in a staged rollout starting in February 2026. Read on to learn  about the latest milestones and timelines, upcoming changes, and how to  prepare your business for the new Polish CTC clearance model.

Poland e-Invoicing Milestones and Timelines

• Voluntary Period: The KSeF platform has been available for voluntary use since January 1st, 2022.
• Mandatory Launch: The mandatory rollout of KSeF is now planned for:
  • February 1st, 2026: This applies to large taxpayers with an annual turnover exceeding PLN 200 million in the previous year.
  • April 1st, 2026: All other taxpayers will be required to use KSeF for B2B invoicing.

What’s New in the Polish e-Invoicing Clearance Model

The KSeF system will significantly change how businesses in Poland handle B2B invoices. Here’s what to expect:

• Mandatory e-Invoicing: Paper invoices will no longer be valid for B2B transactions. All invoices must be issued and received electronically through KSeF.
• Centralized Platform: KSeF will act as a central hub for issuing, receiving, storing, and validating invoices.
• Streamlined Processing: The platform will automatically validate invoices for syntax errors and ensure compliance with Polish regulations. This will significantly reduce processing times and eliminate errors.
• QR Codes: Invoices issued through KSeF will likely include QR codes, allowing for easier data exchange and verification.
• Archiving: KSeF will archive all invoices for ten years, simplifying business record-keeping..

To comply with KSeF, businesses need to adapt their invoicing processes. This may involve upgrading current e-invoicing software or implementing new solutions that integrate seamlessly with KSeF. Accounting and e-invoicing software providers can be valuable allies in this transition, ensuring a smooth shift to the new system without disruption to your current AP efficiency.

Bridging the e-Invoicing Data Gap

While KSeF compliance is essential, the real challenge lies in navigating the potential for data discrepancies and a dip in AP efficiency. E-invoicing clearance mandates often prioritize tax data over the full picture, leaving your AP team to bridge the information gap for invoice processing. This disrupts the very efficiency gains the new system promises.

Here’s where Tradeshift steps in as your KSeF champion, not just a compliance tool. By encouraging supplier participation in data enrichment and leveraging automation to streamline information gathering beyond mandated fields, Tradeshift ensures a smooth integration with KSeF. This eliminates the dreaded AP efficiency disruptions and keeps your financial operations running smoothly.

How Businesses Can Prepare for Poland’s Transition to e-Invoicing

While there’s still time before the mandatory launch, businesses should take proactive steps to ensure a smooth transition to e-invoicing. Here are some ways to prepare:

• Use Tradeshift: OK sure, it’s a shameless plug, but it’s also true. Global corporations and companies of every size, shape and stripe use Tradeshift to connect, transact and grow. We ensure they are compliant with local and international e-invoicing regulations, wherever they do business. Sign up here for more information
• Governments, global corporations and companies of every size, shape and stripe use Tradeshift to connect, transact and grow. From 160+ countries, the network enables 2.5 million connections to do business.
• Familiarize Yourself with KSeF: Explore the KSeF platform and its functionalities.
• Invest in Compliant Software: Choose e-invoicing software compatible with KSeF to ensure seamless integration. 
• Avoid the DIY Trap: KSeF integration can be complex. While building your own solution might seem appealing, it can be a resource drain that diverts focus from core business activities. Instead, consider investing in software like Tradeshift Pay. Our pre-built, KSeF-compliant integration streamlines the e-invoicing process, eliminating the need for internal development efforts. Beyond compliance, Tradeshift offers a suite of features designed to optimize your entire e-invoice processing workflow.
• Update Internal Processes: Train staff on the new e-invoicing procedures and update internal workflows to accommodate the KSeF platform.
• Stay Informed: Monitor official updates from the Polish Ministry of Finance for any further changes or clarifications.

Supporting new regulations in Poland is ‘business as usual’ for Tradeshift and part of our commitment to offer compliance-as-a-service globally. Ask us how to become compliant.