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KSeF – a new obligation for entrepreneurs starting in 2026. How to prepare?
In the world of taxes, changes are a daily occurrence. By 2026, Polish entrepreneurs will face the obligation to use the National e-Invoice System (KSeF). At first glance, it may seem like just another formality. However, in reality, KSeF requires proper preparation of processes within the company – from IT systems to accounting procedures. At FINESTRO, we have been analyzing the regulations for many months and preparing for the upcoming changes so that our clients can safely and smoothly enter the new reality.
Mandatory KSeF – deadlines you need to know
- February 1, 2026, – mandatory for companies that will achieve sales exceeding 200 million PLN gross in 2025.
- April 1, 2026, – mandatory for other taxpayers, including those exempt from VAT.
- January 1, 2027, – mandatory for the smallest companies (invoiced sales ≤ 10,000 PLN per month).
KSeF in practice – what does it mean for entrepreneurs?
- Invoices will be issued exclusively in KSeF – in a uniform format required by the Ministry of Finance.
- Invoices from contractors will automatically go to KSeF – the need to send them by email or in paper form (except in emergency situations) will disappear.
- Every user will need to have individual permissions assigned (e.g., employees, accounting office, management), which will allow determining who can issue invoices and who can only view them.
- Each invoice will receive a unique KSeF number, which will become the main identifier of the document for settlements.
Common mistakes to avoid
- Lack of prior system tests and implementing it "at the last minute."
- Not including KSeF in internal procedures (e.g., invoice without cost approval).
- Believing that KSeF will replace the accountant.
- Lack of preparation for emergency procedures in case of system unavailability.
This is where the role of a professional accounting office is invaluable – we help identify risks before they become costly problems.
Step by step to KSeF – support from FINESTRO
. Preparing the company for KSeF requires organizing several key areas. At Finestro, we support entrepreneurs in this process – we advise, indicate best practices, and take care of tax and accounting matters:
- Obligations and deadlines – we will explain when KSeF will apply to your company and what it means in practice.
- Accounting and sales processes – we will show how to adapt the daily flow of invoices and the process of their approval in the company to the new KSeF rules.
- Sales programs and invoicing systems – we will suggest what to pay attention to when choosing or updating them to ensure compliance with KSeF.
- Selection of tools – we will discuss available solutions (MF applications, commercial systems) and help make a decision.
- Access and authentication – we will show how logging in works (trusted profile, qualified signature, MF certificate, ZAW-FA form).
- Permissions – we will explain how to define permissions for employees, the accounting office, and collaborators. / how to assign appropriate permissions in KSeF to employees, the accounting office, and collaborators.
- Practical tests – we will show how to use the KSeF test environment, where you can issue test invoices and check the correctness of confirmations (UPO).
- Team training – we will provide the entrepreneur with essential knowledge that will enable them to prepare their employees to use KSeF.
- Internal procedures – we will suggest how to organize the document flow so that cooperation with accounting complies with KSeF requirements.
- Communication with contractors – we will advise how to establish rules for invoice exchange with partners and procedures in emergency situations / we will indicate what issues are worth agreeing on with business partners regarding KSeF (e.g., how to retrieve and share invoices).
- Monitoring changes – we will keep you informed about MF announcements and updates.
Why won't KSeF replace the accountant?
KSeF is a technical tool. It facilitates the issuance and receipt of invoices, but it will not replace the knowledge and experience of an accountant.
KSeF:
- does not consider tax regulations in settlements,
- does not settle payroll, costs, and revenues,
- does not prepare declarations and reports,
- does not determine the extent to which VAT is deductible,
- does not verify the correctness of tax settlements.
Therefore, the role of the accountant and the accounting office remains crucial –KSeF facilitates the sending of invoices, but tax compliance will only be ensured by experts.
Summary
KSeF is an obligation we cannot avoid. The key to success is:
- appropriate planning of actions and deadlines,
- testing the operation of KSeF in a test environment,
- organizing document flow and preparing the team.
At FINESTRO, we ensure that our clients go through this process in a safe and organized manner. With our cooperation, your company will be ready for KSeF – from the technical, procedural, and tax perspectives.
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FINESTRO sp. z o.o.
ul. Jesionowa 15,
40-159 Katowice
NIP: 6343023713,KRS: 0001035942;REGON: 525307249
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Finestro sp. z o.o. based in Katowice, as an obligated institution, fulfills all statutory duties arising from the Act of March 1, 2018, on counteracting money laundering and the financing of terrorism,has a procedure for reporting internal legal violations in accordance with Article 24, paragraph 1 of the Act of June 14, 2024, on the protection of whistleblowers.
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