How to prepare your business to work with KSeF?

Up­dated: Septem­ber 2026

The Na­tional e-In­voicing System (KSeF) changes not only the way in­voices are issued, but the entire flow of doc­u­ments in a busi­ness. Pre­par­a­tion should cover your ac­count­ing soft­ware, user per­mis­sions and the rules for working with your accountant.

A preparation plan for your business

1. Check when the KSeF obligation starts to apply to your business.
2. Choose ac­count­ing soft­ware or an app that sup­ports KSeF.
3. Decide who will issue, re­ceive and cor­rect in­voices.
4. Give em­ploy­ees and con­tract­ors the ap­pro­pri­ate per­mis­sions.
5. Test is­su­ing in­voices and cor­rect­ive in­voices, as well as re­ceiv­ing doc­u­ments.
6. Pre­pare a pro­ced­ure for what to do if the system fails.

Permissions and security

Each person should have only the level of access they need to do their job. Per­mis­sions should be re­viewed reg­u­larly, es­pe­cially after staff changes.

Working with your accountant

It is worth agree­ing who checks the status of a sent in­voice, how doc­u­ments out­side KSeF are handed over, and who re­sponds when a doc­u­ment is re­jec­ted or a tech­nical error occurs.

You should also decide how ex­penses are de­scribed and as­signed to the rel­ev­ant pro­jects, de­part­ments or fund­ing sources.

This ma­ter­ial is for in­form­a­tion pur­poses only. Check the cur­rent sched­ule in an­nounce­ments from the Polish Min­istry of Fin­ance.