As we eagerly anticipate the official start date of KSeF, set to be announced in the coming weeks, let’s delve into the current landscape following consultations. One crucial aspect that businesses must grasp is the use of QR codes to safeguard invoice integrity, particularly when invoices need to be viewed externally from the company’s domain.

QR Code Generation methods

Generating a QR code is a multifaceted process, contingent upon the circumstances surrounding KSeF operations. There are two primary methods of QR code generation, each tailored to the prevailing conditions:

• Online Mode: When connectivity to KSeF is viable, the QR code serves as a synopsis of the invoice based on its content and the KSeF number (reference number). This method ensures real-time synchronization with KSeF databases.
• Offline Mode: In scenarios where KSeF accessibility is compromised (as signaled by announcements in the Ministry of Finance’s Public Information Bulletin), QR codes are generated based on invoice content and an emergency token. This token, obtained beforehand from KSeF via API or GUI, remains valid for several years and across multiple invoices.

Upon scanning the QR code, the buyer receives confirmation that the invoice has been submitted to KSeF by the issuer, and its display aligns with the data transmitted. Subsequent validation checks, to be specified by the Ministry of Finance, further enhance transaction transparency.

When it’s required?

The necessity for a QR code arises in specific instances when invoices require external viewing. These include:

• International Shipments: For invoices destined abroad, where foreign entities cannot access KSeF directly, a PDF rendition accompanied by a QR code ensures document visibility and authenticity.
• Business Transactions with Poland: In agreements stipulating the issuance of physical copies to Polish companies, a QR code supplements printed invoices, facilitating verification.
• Offline Scenarios: During periods of offline mode, QR codes are indispensable. Following the aforementioned procedures, invoices are dispatched to buyers via email or in hard copy format.

In prioritizing the implementation of QR codes, businesses not only uphold compliance with KSeF regulations but also bolster transparency and trust in financial transactions. Moreover, this proactive approach fosters a stable onboarding process for entrepreneurs and allows ample time for invoice preparation within the KSeF framework.

In conclusion, leveraging QR codes within the KSeF ecosystem underscores a commitment to operational efficiency, regulatory adherence, and enhanced financial security. As businesses adapt to digital transformation, embracing innovative solutions like QR codes is instrumental in navigating the evolving landscape of electronic invoicing.