e-Invoicing System in Poland

EU Directive of 2014/55/EU which is regulating e-invoicing in public procurement inside the union have accelerated digital transformation all around the EU region. In the context of continuous transaction control (CTC) reform which enables tax authorities to collect VAT obligations faster and combat VAT fraud more efficiently, besides government to government (B2G)billing, European countries have gradually expanded the transformation to include business to business (B2B) and even business to consumer (B2C)billing. Italy became the first EU country to fully complete the transition by making the use of e-invoices mandatory for all transaction types as of 2019.

B2B Invoices

Poland takes gradual steps to ensure that the transition to the new regime and the adaptation of the tax payers would be smooth. To that end, the government first introduced the test phase in October 2021 and have started to implement voluntary e-invoicing model, where the acceptance of recipient is required, as of January 2022.

Phases of Project Roll Out


National System of e-Invoicing (KSeF)

  • In October 2021 Polish government amended the VAT Act and deployed the National e-Invoicing System (KSeF) as the part of central clearance model that acts as an intermediary in sharing e-invoices between business entities.
  • Businesses may use one of the publicly available means to authenticate the user.
  • KSeF enables issuing, sending, receiving, processing, archiving and controlling of structured e-invoice.
  • KSeF ensures each invoice is timestamped and assigned a KSeF invoice number.
  • Invoices can be downloaded from the Portal in XML or PDF format.
  • The Portal archives electronic invoices for ten years.
  • Businesses are also able to produce structured electronic invoices in their ERP systems and send them to the KSeF via an application program interface (API).

Invoice Structure

The structured invoice takes the xml format compliant with the logical structure of the e-Invoice FA (1) defined in the VAT Act. It contains detailed information that many of them are optional. In the voluntary phase, the e-invoices will coexist with paper invoices and sending of them will depend on the consent of the recipient.

Authentication Types

There are four publicly available means to authenticate the user:

  • qualified electronic signature
  • qualified electronic seal
  • trusted signature
  • a unique token generated by KSeF

Melasoft e-Invoice Package for Poland

Melasoft add-on packages created under Melasoft own namespace and so does not affect the usual business processes of the SAP or other ERP systems. The SAP module users will take the same steps they have taken before and Melasoft add-on automatically will extract the necessary information to create the e-invoice in structured XML format as the VAT code mandates. By transferring the package to your ERP system, the user’s work load in KSeF portal will be eliminated.

E-Invoice Processes

  • Outbound Cockpit

When the invoice is created in the client’s ERP system, the necessary information will be extracted and XML file in FA (1) format will be created automatically. As the invoice is dropped into our outbound cockpit, you will have options to monitor (both in XML and PDF formats), add notes/attachments, delete or send the invoice to the recipient through intermediary services of KSeF. After the invoice is evaluated in KSeF portal, the status will be updated in the cockpit. If your invoice is not validated for some reason, status will be changed accordingly and you will be able to monitor rejection reason coming from the portal. If the invoice is validated, it’ll be transferred to the recipient’s inbox.

outbound cockpit
  • Inbound Cockpit

Our package pulls incoming e-invoices from the KSeF to Melasoft inbound cockpit. The available information is extracted from the incoming XML file in order to parsed into client’s ERP screens. You will have options to view, control, status check, download and mail the e-invoice in XML/PDF formats.


Next Steps…

Contact us to learn more about solutions.

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