Poland’s e‑Invoicing mandate: Countdown to February 2026
What businesses need to know, and do, before Poland’s e-Invoicing compliance mandate takes effect in February 2026
By Ioana Ploesteanu, Senior Product Marketing Manager, Tradeshift
Starting February 1, 2026, Poland will enforce their e-Invoicing compliance mandate and require large taxpayers to issue electronic invoices through its National Electronic Invoice System (KSeF). All other VAT-registered businesses must follow by April 1, 2026.
This shift is part of Poland’s broader digital tax strategy, and it’s no longer optional. The government has finalized the technical standards and confirmed Peppol will complement KSeF for smoother EU interoperability.
If you operate in Poland or invoice Polish entities, now is the time to act. Choosing a compliant e-invoicing provider is now a business necessity, not just a technical upgrade.
👉 Our Peppol guide will walk you through everything you need to know about how to leverage Peppol for e-Invoicing compliance.
What are the latest updates for Poland’s e-invoicing mandate?
- June 2025: Poland finalized its KSeF 2.0 specs and the FA(3) structured invoice schema. The Ministry of Finance released official documentation and integration tools.
- Sandbox testing opens September 30, 2025, allowing companies to simulate KSeF and Peppol submissions.
- Phased rollout confirmed:
- Feb 1, 2026: Mandatory e-invoicing for large taxpayers (PLN 200M+ annual sales)
- Apr 1, 2026: All other Polish VAT payers
- Jan 1, 2027: End of grace period for micro-invoices (≤PLN 450) and low-volume issuers
- Offline issuance is allowed—but invoices must be uploaded to KSeF within one business day.
- Certificate-based authentication replaces token-based logins by Dec 31, 2026.
- Peppol compatibility: Poland will support Peppol alongside KSeF for select transactions, enabling smoother cross-border and B2G workflows within the EU framework. Currently the document format Poland is using for B2G transactions is PEPPOL BIS Billing 3.0 which is under the European Standard for eInvoicing EN 16931.
What is the e-Invoicing mandate in Poland requiring?
To stay compliant with Poland’s new e-invoicing framework, businesses must:
- Integrate with KSeF
- Send and receive e-invoices using the FA(3) XML format via Poland’s centralized KSeF platform.
- Optional features include QR codes, invoice links, and small-file attachments (≤3 MB).
- Send and receive e-invoices using the FA(3) XML format via Poland’s centralized KSeF platform.
- Support Peppol where needed
- Poland will enable Peppol as a parallel channel for cross-border B2B and B2G invoicing. If you’re already Peppol-enabled, this gives you a head start—especially when transacting with EU-based customers or government agencies.
- Authenticate with certificates
- New authentication rules require qualified certificates instead of tokens by end of 2026.
- Meet real-time or deferred delivery rules
- Invoices must be transmitted in real time or, if issued offline (e.g., during system outages), uploaded the next business day.
- Ensure long-term archiving
- While KSeF stores invoices for 10 years, businesses must also maintain accessible invoice records for five years to comply with Polish bookkeeping laws.
- Apply the correct deadlines
- Polish VAT-registered companies, including branches of foreign firms, must comply.
- Some exemptions apply until January 2027 (e.g., micro-invoices, OSS/IOSS flows, and digitally excluded entities).
- Polish VAT-registered companies, including branches of foreign firms, must comply.
✨ Check out our global e-invoicing compliance coverage. We offer compliance as a service in 60+ countries and compliance with clearance requirements in 12 countries.
Why is Tradeshift the smart choice for Polish e-Invoicing?
When the law changes, your invoicing system can’t lag behind. Tradeshift gives you an advantage by making Polish compliance simple, scalable, and future-proof:
Dual e-Invoicing compliance: KSeF + Peppol
Tradeshift supports Poland’s FA(3) XML format and PEPPOL BIS Billing 3.0. You can manage all Polish domestic and cross-border invoices in one place, without rebuilding your ERP flows.
API-firsts flexibility
Our cloud-native platform connects with major ERP systems like SAP, Oracle, and Microsoft Dynamics. Whether you’re a multinational or an SME, you’ll get fast, stable KSeF integration.
No Disruption to Your Workflows
Tradeshift integrates directly into your existing processes, so your finance team doesn’t have to learn new software or change how invoices are approved.
Future-proof VAT compliance
Beyond Poland, Tradeshift is ready for upcoming EU ViDA changes and other global e-invoicing mandates. Choosing Tradeshift means you’re not just getting a solution for 2026, but a long-term investment in tax tech.
Only a few months until the mandate goes into effect
Poland’s e-invoicing law is real, final, and coming fast. Starting in February 2026, all businesses operating in Poland must comply with KSeF, while Peppol will serve as an important channel for cross-border and public sector transactions.
The time to prepare is now. Tradeshift helps you get there faster, with built-in compliance, minimal disruption, and scalable automation. Don’t wait for the mandate to hit—get ahead of it.
Penalties for non-compliance are increasing. Is your business compliant?
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