Electronic invoicing aims to modernise invoicing processes, improve the circulation of documents and strengthen the invoicing systems used by entrepreneurs. This effort also aims to combat tax fraud by monitoring VAT. For many companies, it represents the first step towards business digitisation, offering opportunities for more effective financial management. After Italy, which introduced e-invoicing in 2019, many European states are following this example. Poland, in particular, stands out as one of the first to adopt a policy and technology to adapt to this new reality. Initially scheduled for 1 July 2024, the legislation was first extended in January, six months before Go Live, when the Ministry of Finance launched a tender to audit the KSeF intermediation system.

Audit highlights major infrastructure issues

Several meetings, reviews and consultations were held on this topic, involving over 10,000 participants. As anticipated, the outcome was announced by the end of April. On 26 April, a 350pages audit document revealed serious errors in the infrastructure prepared for the 1 July 2024 launch, threatening data security, system performance and reliability. As a result, the infrastructure will be re-engineered from scratch and the new features will be announced in the coming months.

• Poorly designed IT architecture: low system efficiency, failure rate, security problems,
• Errors and omissions in project management: improper supervision of the project, documentation kept in an opaque and disorderly manner,
• Lack of response to warning signals: information about irregularities in KSeF appeared already in the first half of 2023, but there were no corrective actions.

Entrepreneurs who had already invested in intermediation solutions with KSeF now find themselves in a state of uncertainty, fearing that their investments were in vain.

The Minister of Finance, Andrzej Domański, has set two different dates for the mandatory adoption of the regulation based on company revenue. As of 1 February 2026, companies with a revenue exceeding PLN 200 million in 2025 will be obliged to adopt the system, while other taxpayers will have to do so by 1 April 2026. This gradual start will allow the functioning of the system to be evaluated first for larger companies with higher volumes and complexity.

Anticipation of EU’s ViDA Project

The ViDA project plans to establish a standard system for all B2B transactions within the EU. The adoption date has been subject to several changes, but is expected to start between 2028 and 2030. This timeframe could be problematic considering the speed at which market laws, technological innovations and evolving regulations change. The Minister of the Economy, Marcin Łoboda, declared that Poland intends to implement KSeF before the VIDA project, but will ensure that it is adapted to the European requirements proposed by the project.

The comprehensive audit of Poland’s KSeF system reveals significant challenges in infrastructure and data security, prompting a revised implementation timeline. This situation creates uncertainty for entrepreneurs who have invested in KSeF solutions. Despite these challenges, the Polish government remains committed to modernizing its invoicing system and aligning it with European standards set forth by the ViDA project.

Our customers need not worry, as our development team will closely monitor all phases of the re-engineering process and update our system with any new requirements. This proactive approach will ensure a seamless transition and ongoing compliance with the evolving regulations.