Many owners of small and medium-sized companies are not yet concerned about the introduction of the National e-Invoice System. They are waiting for April 1, when they will be obliged to issue invoices in the new mechanism. And this is where they make a mistake, because they should be ready for KSeF on February 1.
There are only a few weeks left until the invoicing revolution. Let us remind you that the National e-Invoice System (KSeF) will come into force February 1. From that date, structured invoices will have to be issued there large enterprises, which in 2024 recorded sales exceeding PLN 200 million gross.
Whereas other companies will be subject to the obligation to issue invoices by KSeF April 1st. This rule will not apply to micro-entrepreneurs who achieve a monthly turnover of less than PLN 10,000. PLN – for them the possibility of invoicing outside KSeF has been maintained by the end of 2026
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KSeF: collection obligation from February 1
Due to the above, many entrepreneurs do not take any action related to KSeF, waiting for April 1. It is worth emphasizing, however, that the above obligation applies only issuing invoices. And what about theirs? receiving? According to regulations all companies in Poland – both micro, small, medium-sized and large enterprises – will have to receive cost invoices via the National e-Invoice System already from February 1.
If entrepreneurs want to deduct VAT from purchases and include the expenses in tax costs, they will have to obtain invoices, and these – from large entities – will only be available in the new system. Therefore, you must be ready to receive invoices from KSeF with the first day of February.
– A key date that many entrepreneurs forget about is February 1. This is when the collection of invoices from the largest entities on the market will begin via KSeF: media suppliers, telecommunications operators, gas stations and leasing companies. This means that even if the entrepreneur will not be formally obliged to issue structured invoices from this date, his accounting system or invoicing tool must be fully ready to support KSeF – says Zuzanna Kwiatkowska, an accounting and tax expert from fillup k24.
There is little time left. What to pay attention to?
He adds that lack of preparation within this period may result in, among others: delays in posting invoices and payments. How to prepare your company for KSeF in such a short time? According to the expert, preparation is required a well-thought-out plan and testing of the solution, which the entrepreneur wants to use as part of integration with the new system.
– It is not only about having software declaring compliance with KSeF, but above all checking whether business and accounting processes are ready for real scenarios: from issuing an invoice to its archiving and receipt. It is crucial to verify the circulation of documents in internal accounting departments and in cooperation with the accounting office – says Zuzanna Kwiatkowska.
Key areas
According to the expert, it is worth carefully choosing or updating a system for issuing and receiving invoices within KSeF verify several key areas and look for answers to related questions:
Adaptation of tools to KSeF:
– Does the software support the full process of issuing and receiving invoices in KSeF?
– Does the integration work stably and in accordance with the current logical structure of the structured invoice (Fa3)?
Contingency plan in case of lack of access to KSeF:
– What is the procedure for dealing with failure or unavailability on the part of the Ministry of Finance? The Ministry provides mechanisms for temporarily sending invoices offline – it is worth knowing them.
– Does the tool used enable the taxpayer to issue invoices offline? This is crucial to ensure continuity of sales and customer service even in the event of a KSeF failure.
– Do we know how to ensure the continuity of accounting and sales processes? In this respect, it is worth recognizing possible risks that will offset the effects of a possible lack of access to KSeF.
Last call. It's not worth waiting until the last minute
Zuzanna Kwiatkowska emphasizes that cThere are fewer resources to prepare for KSeF than it seems.
– Companies should not wait for a formal obligation for everyone, but test their systems and operational scenarios now to be fully ready to process invoices from the largest entities on the market on February 1. Failure to adapt the systems may result in serious delays in accounting and disruptions in settling payments, which in practice means real financial risk – emphasizes the accounting and tax expert from fillup k24.
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