Polish Sole Proprietorships Face Invoice Revolution with KSEF Rollout
Warsaw, poland – A sweeping overhaul of invoicing practices is on the horizon for Poland’s Jednoosobowa Działalność Gospodarcza (JDG), or sole proprietorships, as the Ministry of Finance prepares to implement the Krajowy System e-Faktur (KSEF) – the National e-Invoicing System. while currently optional, KSEF will become mandatory, fundamentally changing how millions of small businesses manage their finances and interact with the tax authorities.
The shift to KSEF promises significant benefits, most notably a reduction in VAT refund times from 60 to 40 days. This accelerated process, alongside enhanced security features and streamlined tax audits, is intended to modernize Poland’s tax system and reduce administrative burdens. Though, the transition presents challenges, primarily requiring JDG owners to adapt to a new digital workflow and perhaps invest in new software solutions. Entrepreneurs will have a choice between a free request provided by the Ministry of finance or commercially available accounting programs adapted for KSEF.
KSEF offers increased security, ensuring invoices are securely stored and readily available for audits. The system also automates invoice delivery to recipients,eliminating the need for traditional postal mail.Despite these advantages, a key hurdle will be adapting to a standardized system, moving away from commonly used tools like Word and Excel.
To address potential disruptions, the Ministry of Finance is developing an “offline24” mode, allowing invoices to be issued even without an immediate internet connection, with a one-business-day deadline for submission. This feature will enable entrepreneurs to visualize and share invoices with contractors promptly, even before receiving a KSEF identification number.
“The change for JDG has a mental dimension,” notes Piotr Juszczyk, main tax advisor at Infakt. “Many entrepreneurs conducting sole proprietary activities have treated invoicing as a simple activity, often performed in the simplest programs. from 2026 it will be a process digital, regulated and supervised online.”
Juszczyk concludes,”From my personal perspective,it turns out that invoicing is simple,without paper and additionally safe.”
JDG owners are urged to begin preparing for the mandatory KSEF implementation by selecting appropriate software, undergoing training, and familiarizing themselves with the new system. The transition represents a significant shift towards a fully digital and transparent invoicing process for Poland’s vital small business sector.
