Since April 2019, all public administrations in Poland are required to be registered with the PEF (Platforma Elektronicznego Fakturowania) and be able to receive electronic invoices. Suppliers, on the other hand, are not required—although it is recommended—to send their invoices in a structured format.
As for invoicing between private companies (B2B), since January 2022, the national KSeF system has been available for voluntary use by companies that want to send or receive invoices in structured format (electronic invoicing).
However, mandatory electronic invoicing for B2B transactions is already scheduled to begin in early 2026. From that point on, failure to comply with KSeF regulations may result in fines and penalties.
If your business operates in Poland, you must prepare for this paradigm shift. We recommend that you use test environments—such as the one offered by B2Brouter—to ensure that all links in your business’s invoicing chain comply with the regulations.
Important dates
February 1, 202
Companies with a turnover of more than 200 million must adopt the electronic invoicing format.
April 1, 2026
All B2B invoicing must be done in a structured format (except for micro-enterprises).
January 1, 2027
Inclusion of micro-enterprises in the mandatory electronic invoicing requirement in B2B.
Legislation
- B2G electronic invoice
It is not mandatory, but it is recommended that documents be sent to the Public Administration in a structured format. Public Administrations are required to be able to receive electronic invoices and be registered in the PEF.
- B2B obligation
From 2026, e-invoicing will be mandatory in B2B for the vast majority of companies operating in Poland.
- Accepted formats
Electronic invoices in Poland must be in XML format, specifically the standard FA(3) format.
- Sending methods
Invoices must be transmitted through the Polish government’s national system, KSeF, which serves as the centralized platform for mandatory B2B electronic invoicing.
- Archiving requirements
Invoices must be archived for at least 5 years. B2Brouter guarantees compliant digital archiving.
Unique identifier
All invoices must be traceable and receive a KSeF authorization identifier.
Impact of ViDA
Poland's KSeF architecture is expected to align with ViDA's digital reporting and electronic invoicing framework.
International invoices
With the ViDA reform, starting July 1, 2030, Member States may require mandatory structured electronic invoicing for international transactions.
Envía e-facturas a Polonia de forma segura con B2Brouter
Regulatory compliance guaranteed
Your invoices will have a time stamp and will automatically be identified and authorized by KSeF.
International compatibility
Send and receive structured invoices across Europe using a single platform that supports EN 16931 and UBL 2.1 standards.
Direct connection to your ERP
Easily connect your ERP or management software to automate the sending and receiving of electronic invoices, eliminating manual processes and reducing errors.
Certifications
B2Brouter is certified with the ISO 27001 standard on information security management, certified as a Peppol Access Point Service Provider and a member of the EESPA.
