Check whether your company is ready for KSeF
5 short questions about how you invoice today. In return: your exact deadline for mandatory KSeF e-invoicing and a checklist of what's worth sorting out first.
Why this isn't just another paperwork change
KSeF (Poland's National e-Invoice System) turns an invoice from a PDF or a printout into a structured document that passes through the Ministry of Finance's system before it even reaches the recipient. For a company, that means the way you invoice today — accounting software, a spreadsheet, sometimes just a Word document — can stop being enough overnight.
The deadline isn't the same for everyone. Large companies go first, most companies follow two months later, and the smallest sellers get a bit more time. Below are those three dates — and in the check further down, yours, matched to your company's size.
Not being ready isn't just a formality. An invoice issued outside KSeF after your deadline isn't treated as validly issued, which complicates VAT settlement and creates disputes with partners who expect a document from the system.
Three deadlines, one applies to you
1 February 2026
Large companies — 2024 or 2025 revenue above 200m PLN. Must already issue invoices in KSeF, and every company (no exceptions) must be able to receive them.
1 April 2026
Every other active VAT payer. This is the deadline that covers most companies in Poland.
1 January 2027
The smallest sellers — sales under 10,000 PLN a month. The last group to join the obligation.
Answer 5 questions
Every answer updates the result on the right instantly. At the end, leave an email or phone number if you'd like help sorting out the rest.
On the way, but there's work
Most companies — active VAT payers — must issue and receive invoices in KSeF from this date. 0 weeks left.
- Confirm with your software vendor (or with us) how an invoice will actually reach KSeF — manual invoicing doesn't migrate itself.
- Ask your vendor for written confirmation of their KSeF integration timeline. Without it you have no certainty you'll make the deadline.
- Assign one person to own the rollout — without an owner, deadlines slip.
What to do regardless of your score
Ask your accounting vendor whether and when they'll ship KSeF invoice submission. That question takes 5 minutes, and the answer shapes the rest of your plan.
Check your exact 2024 and 2025 revenue with accounting — it decides whether your deadline is February or April 2026.
Review the last 3 months of invoices for corrections, advances and foreign currency. These are what usually complicate a rollout, not the standard sales invoice.
Book one team meeting (accounting + whoever's technical) to agree who owns this until your deadline.
Frequently asked questions
Q.1What exactly is KSeF?
The National e-Invoice System (KSeF) is the Ministry of Finance's platform that every B2B invoice will pass through from your deadline onward. Instead of emailing a PDF, you issue a structured invoice (the FA format), which reaches the system, gets a KSeF number, and only then counts as issued.
Q.2What happens if we miss our deadline?
An invoice issued outside KSeF after your deadline isn't a structured invoice under the regulation, which complicates VAT settlement and can carry penalties. In practice it also causes problems with partners, who themselves need to be able to receive the invoice from KSeF.
Q.3Do consumer (B2C) invoices go through KSeF too?
No. Invoices to private individuals not running a business are excluded from the obligation. If you sell to both businesses and consumers, you'll be running two parallel processes — one reason it pays to plan this early.
Q.4How do we know if we're a "large" taxpayer?
The threshold is 200m PLN in gross sales revenue for 2024 or 2025. If neither year crossed it, your deadline is 1 April 2026, not 1 February.
Q.5What if we cross the 10,000 PLN monthly sales limit once, as a small seller?
Even a one-time crossing of that limit means a permanent move into the structured-invoice obligation, starting the month the limit was crossed. The exemption doesn't come back automatically.
Q.6Will our accounting software just handle everything for us?
Technically sending the invoice is one part. You still need to set up numbering, an approval flow, a way to send invoices to partners outside KSeF (e.g. abroad), and decide who in the company monitors rejections. The software alone won't do that.
Q.7How long does a KSeF integration take?
It depends where you're starting from. A company with modern accounting software and simple invoicing can be ready in a few weeks. A company invoicing manually, or with many non-standard cases, needs more time — which is exactly why it's worth figuring out early.
