KSeF 2.0 - a practical guide: what it is, who it affects and how to prepare

KSeF, or the National e-Invoice System, is an electronic platform prepared by the Ministry of Finance, enabling the issuance, receipt, archiving and exchange of structured invoices in a uniform XML format. It has been operating as a voluntary solution since 2022, but from 2026 it will become mandatory for most companies in Poland.

KSeF 2.0 isn't just a system update - it's a complete change in the way invoices and related processes work in companies. For companies, this means adjustments to financial and accounting systems and changes in the daily work of teams.

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How is an e-invoice in KSeF different from a "traditional" electronic invoice?

Many companies already use PDF invoices or electronic document exchange. However, an invoice in KSeF is more than that - it has to be:

- issued in a strictly defined XML format, in accordance with the FA(3) schema

- uploaded to the KSeF system before it is considered to have been issued

-marked with a unique KSeF number (not by the issuer, but by the system)

-stored centrally - for 10 years, by the Ministry of Finance

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Who is affected by the obligation to use the KSeF?

According to the law and the implementation schedule, the obligation to use KSeF will include:

-From February 1, 2026: large taxpayers (with sales for 2024 exceeding PLN 200 million including tax).

-as of April 1, 2026: for other entrepreneurs

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IMPORTANT - As of February 1, 2026, all taxpayers will have to be ready for KSeF on the purchase side, and the largest ones will also have to be ready on the sales side.

For small entrepreneurs, where the value of invoices issued in a given month does not exceed PLN 10,000 gross, the deadline will be postponed until January 1, 2027.

How will KSeF be supported from Business Central?

In response to the new legal requirements, IT.integro and Continia are offering independent solutions to integrate Business Central with the National e-Invoicing System (KSeF).

IT.integro is developing its own dedicated tool compliant with Polish regulations as part of the Polish Localization solution, enabling direct exchange of e-invoices with KSeF in the Dynamics 365 Business Central environment. Continia Document Capture, in turn, supports the processing of structured invoices, providing full automation of their workflow.

How to prepare for KSeF 2.0?

Here are the basic steps that every company should follow:

1.familiarize yourself with the rules and requirements of the KSeF - including verifying the moment of obligation to use and access the KSeF

2.analyze the current invoicing process and workflow

3.gather your requirements and talk to your system provider

4.plan system integration with KSeF and testing

5.conduct user training - new processes require trainingfor finance, accounting and IT departments

How can Intersys help you?

As a Microsoft implementation partner, we help companies go through the entire KSeF 2.0 implementation process, regardless of their industry or level of digitization.

As part of the cooperation, we offer:

- customization of KSeF integration with D365 Business Central systems

- Process consulting - how to adjust the invoice workflow in your company

- Security, authorization and signature support

- user training

- tests in the KSeF demo environment of the Ministry of Finance

- Support in preparing for the production version

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Don't wait to make a decision - get time and leverage!

The earlier you start implementation, the lower the risk of errors and downtime for your business.

Apply to Intersys - we will help you go through the KSeF implementation smoothly, safely and, above all, on time.

Schedule a consultation or contact our team: sales@intersys.pl

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Sources:

1. the National e-Invoicing System (KSeF).

2. integration with the National e-Invoice System | IT.integro

3. support for the FA(3) format in Poland