5 questions about KSeF
December 12, 2023
We have been working at VGD for several months on preparations for the implementation of the National e-Invoice System (KSeF). During meetings with our clients, more questions arise. This is hardly surprising when this topic is very broad. We have collected 5 frequently asked questions about KSeF and today we answer them briefly. If you want to get to know KSeF inside and out, follow our series of articles “All about KSeF”.
1. Is there an obligation to send invoices to KSeF for foreign companies?
Yes, invoices for foreign companies will have to be uploaded to KSeF. However, since the use of KSeF will not be mandatory for foreign contractors, the physical transfer of the invoice will take place in another way agreed with the contractor. We would like to remind you that invoices that will be made available outside KSeF, must be marked with a verification code.
2. Is the use of KSeF free?
Yes, using KSeF is completely free. However, there may be a need to incur expenses related to adapting accounting or operational systems to communicate with KSeF.
3. If the client issues invoices in Excel/Word, can he still do so? Do they need to buy additional software?
Only documents issued according to the structure provided by the Ministry of Finance can be submitted to KSeF.The structure is available at the link: Files to download KSeF (podatki.gov.pl). Taxpayers making use of the application shared by the Ministry of Finance e-mikrofirma will be able to issue and receive invoices in KSefF in an easy way – both systems are integrated.
4. Will it be possible to import invoices from KSeF directly into accounting programs?
Yes, it will be possible to import invoices directly into accounting systems – invoices in KSeF will be available as an xml file that can be imported into the accounting system. For this purpose, you should check the capabilities of the accounting software you use.
5. Do you need to inform customers that you are starting to use KSeF?
At the current moment, the use of ksef is voluntary. If we want this method of invoice distribution to be the only one in force in relations with our contractor or client, we must have their consent. It is worth noting that even if we do not have such consent, we can send the invoice issued by us to KSeF, but we should deliver it to our client or contractor in another way agreed with them.
However, from July 1, 2024 – that is, from the moment KSeF becomes mandatory for most B2B relationships, there will no longer be an obligation to inform our clients or contractors about sending an invoice via KSeF, and there will be no need to obtain their consent to this form of invoice distribution.
Want to know all about KSeF?
Other posts in the series “All about KSeF”:
