Poland eInvoice regulations | Transalis blog

New Poland eInvoice regulations are due to come into effect from 1st July 2024 (delayed, new deadline date TBC). Businesses with a fixed establishment in the country will need to ensure their compliance.

Following a voluntary phase starting in 2022 for B2B transactions, the Polish authorities plan to introduce mandatory B2B invoice reporting via their online system, Krajowy System e-Faktur (KSeF).

Remove the complexities of compliance

Schedule a meeting with our knowledgeable eInvoice compliance team to discuss our packaged automation solutions that simplify compliance for your business

In this blog, we outline the requirements applicable to those operating in Poland and how we can help businesses meet this new eInvoice mandate.

Summary of Poland eInvoice deadlines

Poland has been phasing in eInvoice regulations for several years, similar to many other European countries.

Below is a summary of the existing and upcoming eInvoice and tax reporting deadlines for businesses with a fixed establishment in Poland:

  • B2G transactions mandated since April 2019

  • A voluntary phase for B2B transactions introduced in January 2022

  • B2B transactions mandated from 1st July 2024 (delayed, new deadline date TBC)

  • Requirement expands to VAT-exempt taxpayers from 1st January 2025 (delayed, new deadline date TBC)

Submission and reporting requirements

New eInvoice mandates often mean new operational complexities.

Polish eInvoicing regulations follow a Continuous Transaction Controls (CTCs) framework, which mandates the real-time reporting of financial data to the tax authority. This information must be reported using an approved method in the permitted format via the Polish online system called Krajowy System e-Faktur (KSeF).

The new system requires all invoices to be submitted using ‘Faktura’ format and attachments are not permitted. The KSeF system validates the invoices submitted and assigns a unique ID number, making it a legally valid invoice. Businesses ultimately have two choices when it comes to submission – an API connection or manual upload. Businesses also must ensure they hold an electronic archive of invoice records for 10 years.

For any business required to meet this new mandate, it can be overwhelming when considering how these new invoice processing requirements can be fulfilled.

For example, those considering a ‘no-cost’ route and managing the compliance requirements in-house via a manual reporting process, will experience challenges with high volumes of invoice data and any corrections. This could also become a costly route as sanctions for non-compliance will commence from 1st Jan 2025 (delayed, new deadline date TBC). These sanctions can include fines of up to 100% of the VAT due, or 18.7% of the total value of the invoice.

Automating compliance

Businesses affected by the new Polish requirements should favour a reliable solution that removes this compliance headache.

Transalis has experience implementing automated compliance solutions for its clients per requirements across Europe. Our focus when supporting our clients always revolves around ensuring simplicity and transparency. Implementing an eInvoice solution provides peace of mind for our clients regarding ensuring compliance with requirements. We also offer transparently priced packaged solutions, there are no hidden fees and no escalating costs.

Compliance with Poland eInvoicing regulations using our solutions offers all the functionality required. This includes API connectivity, CTCs, system integration, and archiving. Transalis offers the opportunity for businesses affected by this new mandate to eliminate the headache of managing compliance in-house.

We also recommend the strategic use of document transformation solutions to offset the cost of compliance. Typically, an extortionate amount of time is spent on manual document processing within the Accounts Payable team. For example, rekeying invoice data from PDF files into the finance management system. This inefficiency can be eliminated through the use of an AP Automation solution that captures inbound documents, extracts the relevant data, and adds it to the relevant system for approval.

This approach can provide 60-80% savings over manual processes, allowing for budget to be reallocated to support the onboarding of automated solutions for eInvoice compliance. Take a look at our eInvoice solutions below for more information:

eInvoice Software

If you would like to learn more about our compliance solutions that meet the new Poland eInvoice regulations, schedule a meeting with our knowledgeable team, call us via 0845 123 3746 (UK callers) or +44 1978 369 343 (international callers), or email directly at sales@transalis.com.

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