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On 27 August 2025, the President signed the VAT amendment introducing the National e-Invoicing System (KSeF) permanently into Poland's tax system. The legislative process is thus complete; publication in the Journal of Laws remains. For businesses, this means one thing: from 2026, e-invoicing will be mandatory, and preparations should not be postponed. The regulations will directly affect companies' daily accounting and tax settlement methods.
When does KSeF become mandatory? The timetable
The Act introduces the obligation gradually:
From 1 February 2026 – large businesses whose 2024 gross sales exceeded PLN 200 million;
From 1 April 2026 – mandatory KSeF invoicing for all other companies;
From April to December 2026 – an additional transition period for microbusinesses: if monthly gross sales do not exceed PLN 10,000, they may be exempt from mandatory invoicing in the system.
Consider close cooperation with an experienced chief financial officer, who can oversee system and procedure adaptation and ensure a smooth transition to the new invoicing rules.
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What changes does KSeF introduce?
Implementation brings not only an obligation but also conveniences and new rules:
A shorter VAT refund period – the standard wait falls from 60 to 40 days.
Cash registers – invoicing through cash registers remains possible until the end of 2026.
“Offline24” mode – invoices can permanently be issued without internet access, for example during an outage, and sent to KSeF later.
No penalties until the end of 2026 – a protection period without sanctions for implementation-stage errors.
Digital document flows – printing invoices and manually entering them into software is no longer necessary; data automatically reach financial and accounting systems.
Why is KSeF a revolution for business?
The National e-Invoicing System changes not only invoice issuance and storage but the entire culture of tax settlements. Centralised document flows mean all invoices go directly to the Ministry of Finance's system, significantly reducing abuse and VAT fraud risks, facilitating inspections and improving transparency. Companies gain quick access to full documentation, VAT refunds shorten from 60 to 40 days, and automation eliminates printing and manual entry into accounting software, saving time and reducing accounting service costs. KSeF therefore not only closes tax loopholes but also provides real business digitalisation, enabling faster, safer and more efficient work.
How should you prepare for KSeF?
Little time remains before launch, so take action now:
Process analysis – review current invoice issuance and receipt.
IT adaptation – ensure accounting and invoicing software is compatible with KSeF.
Staff training – train the team in the new system and e-invoicing rules.
Expert support – use tax and technology advice to avoid implementation errors.
Tests and pilots – launch KSeF in selected areas before it becomes mandatory to verify processes.
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Summary
From 2026, invoicing through the National e-Invoicing System becomes mandatory for all businesses. Large companies start in February, other taxpayers in April, and low-turnover microbusinesses gain extra months to adapt. Although implementation may seem challenging, the system will simplify and accelerate settlements and improve tax security over time. Now is a good time to prepare and avoid a stressful last-minute rush.
If you need a trusted accounting firm to handle comprehensive accounting services and ongoing settlements, TaxCoach provides support allowing you to focus on business development.
To realise your company's full potential and minimise risks, also consider TaxCoach tax advisory services, including tax planning, transaction analyses and corporate reorganisations.
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