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What is KSeF?

KSeF is an IT environment that can be simply described as a nationwide invoice database. The system was created on the initiative of the Ministry of Finance, and on July 1, 2024 it will become mandatory for all entrepreneurs conducting business in Poland and issuing invoices in accordance with the provisions of the Law on Value Added Tax. With the launch of KSeF, paper invoices will be replaced by a standardized electronic structured invoice. Each such document will have a unique number allowing its unambiguous identification in the system and precise identification of the issuing entity, payer and amount due.

Is KSeF safe?

Only authorized employees of tax offices will have access to the electronic invoice system. Obtaining it will involve each time submitting a request to a superior, along with a justification and stating the purpose. Officials will use KSeF only in strictly defined cases:

in the course of control activities

as part of a follow-up

during tax investigations

in order to conduct analytical activities.

For entrepreneurs, data security will be ensured by a complex system for managing permissions and adding access. You can read more about it in the material Who can invoice in KSeF?

What benefits will KSeF bring to companies?

The National e-Invoice System will automate the exchange of accounting documents between businesses and facilitate the payment process.

The e-Invoice will be generated in a standardized, one-size-fits-all format.

Each invoice will have a unique KSeF number in the system.

The e-Invoice will be considered issued on the day the issuer uploads it to the system. Assigning a KSeF number to the invoice and automatically making it available to the buyer will be equivalent to delivering the document to the contractor.

The content of invoices will always be able to be checked in the system. Access to KSeF will be provided in real time.

All invoices in KSeF will be in digital form only. There will be no need to print them, and the need for manual (fraught with the risk of human error) data entry into accounting systems will disappear.

With KSeF, the risk of losing or destroying accounting documents will be eliminated. There will be no need to issue duplicate invoices.

Team laughing while sitting at a table

What will the state gain from KSeF?

The main goal of introducing the KSeF is to tighten the VAT system and reduce irregularities, such as tax evasion and operating in the so-called "gray zone.

In addition to improving tax compliance and increasing state budget revenues, KSeF will also help accelerate the digitization of the public sector.

The unified IT system will facilitate the work of the tax administration and reduce the number of audit activities it conducts. Revenue officials will no longer have to deal with JPK_FA and JPK_VAT RR files, and other accounting documents will be available to them at any time for 10 years. This will eliminate the need for cumbersome and time-consuming inspections carried out by representatives of the fiscal at the premises of enterprises.