Starting in 2026, all companies operating in Poland will be required to use the National e-Invoicing System (KSeF). This is one of the biggest changes in Polish accounting—and in doing business in general—in years. Many people see KSeF as just another obligation imposed by the state, but in practice, the new regulations may become an opportunity to streamline finances, automate processes, and improve cash flow, especially for small and medium-sized businesses.
In this step-by-step guide, we’ll show you how to prepare a company for KSeF, what challenges it brings, and how to turn the obligation into a real opportunity for your business.
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What is KSeF and Why is it Being Introduced?
The National e-Invoicing System (KSeF) is a platform developed by the Ministry of Finance that enables the issuing, receiving, and storing of invoices in electronic form. Every invoice issued in Poland – both sales and cost invoices – will have to go through this system.
The main goals of KSeF:
- tightening the tax system and reducing VAT fraud,
- facilitating financial control for state administration,
- standardizing and automating document workflows,
- reducing costs associated with paper invoicing.
KSeF applies to all business entities – from large corporations to small service companies and startups.
How to Prepare a Company for KSeF – Step by Step
1. Analyze the document workflow
The first step should be to thoroughly review how invoices and documents currently flow in your company. Many businesses still rely on email attachments, PDF files, or even paper invoices. Under KSeF, such a model will no longer be possible.
Organizing these processes is an opportunity to:
- eliminate manual errors,
- speed up bookkeeping,
- shorten the time between issuing an invoice and receiving payment.
2. Verify accounting and IT systems
Most popular invoicing programs in Poland have already adapted to KSeF requirements. However, it’s worth making sure that your system is ready for integration. If you use payment gateways (e.g., Stripe, PayU, Przelewy24), check how they will handle KSeF and whether your invoices from such systems will be transferred to the central database.
This is especially important for companies that rely on foreign services – not all subscription costs or advertising expenses will be recorded in KSeF. Additional solutions will need to be prepared.
3. Prepare financial controlling
KSeF changes not only how invoices are issued but also the approach to controlling. With real-time access to data, entrepreneurs and CFOs will be able to analyze costs and revenues much faster.
For companies, this is an opportunity to:
- better allocate costs to specific projects, departments, or clients,
- forecast financial results more quickly,
- automate reporting and budgeting.
4. Adjust your business model
KSeF eliminates the possibility of issuing backdated invoices. The common practice of issuing an invoice on, for example, the 5th of the month for the previous month will no longer be allowed. This means sales and accounting processes must be adjusted.
For many companies, this could be an opportunity to:
- issue invoices faster,
- collect payments upfront,
- improve cash flow and reduce payment delays.
5. Train employees
Simply implementing the system is not enough – your team must be prepared. Employees in finance, accounting, and sales departments need to know:
- how KSeF works,
- what the new document approval procedures are,
- how to properly process invoices in the system.
Good training will help avoid mistakes that could lead to tax penalties.
6. Work with accounting and advisors
Many entrepreneurs outsource accounting to external firms. For them, KSeF represents a significant change – that’s why it’s crucial to establish now who will be responsible for each stage of document workflow and how information exchange will be managed.
What Benefits Does KSeF Bring?
Although at first glance KSeF may seem like an additional burden, a well-implemented system can bring real benefits to companies:
- Faster document workflow – invoices will be available to contractors more quickly,
- Fewer errors and mistakes – the standardized invoice format reduces risk,
- Time savings – less manual work in bookkeeping and reporting,
- Better financial control – real-time data supports controlling and decision-making,
- Cost reduction – no more printing and archiving paper invoices.
What Challenges May Arise?
Of course, the implementation of KSeF will not be free from difficulties. The most commonly cited challenges include:
- integrating IT systems in larger companies,
- the need to change habits among accountants and employees,
- handling foreign invoices that are not covered by KSeF,
- initial costs of implementation and training.
That’s why it’s crucial to start preparing early – ideally well before the official date when the system comes into effect.
Summary
How to prepare a company for KSeF? This is a question every entrepreneur should be asking today. The answer is simple: streamline your processes, ensure system integration, train your employees, and treat the new regulations as an opportunity.
KSeF doesn’t have to be just an obligation – for forward-thinking companies, it can become a tool for better controlling, faster decision-making, and more stable cash flow.
👉 Don’t put this off – the sooner you adapt your company to KSeF, the easier it will be to use these changes as a competitive advantage. And if you need help or simply have questions, we’re here to support you.
💬 Get in touch at https://incro.us/contact/ and schedule a free consultation
