Tungsten Automation: Here to Support You With Poland’s E-Invoicing Mandate

Poland’s e-invoicing mandate is coming soon and will impact all established companies in the country. Is your business ready to comply?

Now’s the time to ensure your business is prepared. As of February 1, 2026, all Polish buyers and suppliers with a registered office or fixed establishment in Poland and annual revenues above PLN 200 million must submit and receive invoices directly through Poland’s National e-Invoicing System, the Krajowy System e-Faktur (KSeF).

Most remaining taxpayers will be required to comply from April 1, 2026. As we have seen with all country implementations of mandatory e-invoicing, this shift in Poland brings challenges and risk of business disruption. However, with the right partner, Polish businesses can leverage the changing regulatory environment to boost invoicing efficiency.  

At Tungsten Automation, we’re committed to keeping our customers compliant with upcoming e-invoicing complexities and ensuring that we continue to drive invoice efficiencies.  With that in mind, this article explores the key challenges and how we can help you automate Polish invoicing and compliance. Read on to learn more.

The Challenges of Invoicing and Compliance in Poland

Poland is not entirely new to e-invoicing; voluntary e-invoicing has been in place since January 2022, and an earlier version of the mandate was scheduled to go live in July 2024; however, implementation was postponed due to issues with the KSeF platform.

These shifting timelines and uncertainties make  it difficult for businesses to plan and prepare for e-invoicing, resulting in a number of business challenges, including:

Change Management Challenges Increasing Noncompliance Risk

Despite the fact that machine-readable e-invoices allow for automatic processing (and thereby reduce instances of human error), many Polish businesses are still accustomed to paper and PDF invoices. Thus, initial uptake of voluntary e-invoicing has been slow.

The transition to the new system by the 2026 deadline will inevitably create training and change management challenges for many finance and procurement teams. For instance, finance teams may struggle to keep pace with evolving requirements, which can increase the risk of non-compliance and make it difficult to maintain full automation.

Invoice Format Complexities

The new mandate includes seven different document types. Suppliers will need to overhaul their invoicing processes and adapt to a new XML format called FA(3), ensuring all mandatory and conditionally mandatory fields are completed. Please note, there are many fields; this is mainly because the FA(3) invoice is not rooted in the European Norm (EN16931), but rather in SAF-T (Standard Audit File for Tax). Cross-border sales invoices (Polish suppliers to foreign buyers) also need to be reported to the KSeF system in the FA(3) format, while the foreign buyer has no access to KSeF and will expect to receive invoices as before. This creates significant overhead for Polish businesses that trade extensively with buyers outside Poland.

From a buyer's perspective, while much of the information going into ERPs may remain the same, buyers will need to start recording the KSeF number assigned to each invoice, as this will be required on payment vouchers from 2027.

Navigating Technical Complexities and Last-Minute Panic

A significant challenge for businesses under the new mandate is navigating the complexities of Offline Modes, which outline specific e-invoicing protocols during KSeF system downtime. Additionally, the new mandate requires organizations to pay much closer attention to the date an invoice is issued; when it is submitted to KSeF and when the invoice is approved, as any discrepancies can lead to rejected invoices and/or compliance issues.

Therefore, if businesses wait until the last minute to prepare for these changes, they may have to rush to update systems and processes. This can lead to more stress for employees, and a higher risk of operational disruption.  

Our Future-Proof Invoicing Solution for Poland

To comply with the new Poland e-invoicing mandate from February 1, 2026, companies need to:

• Issue invoices using the approved structured e-invoicing format.
• Submit invoices through the KSeF interface for verification and identification by the KSeF platform.
• Connect with the KseF platform to download verified invoices.
• Ensure that the KSeF number is available for use in other trading documents or transactions.
• Prepare for the handling of the seven supported document types.

For more information, including the full list of mandated requirements, you can visit Poland’s official government website.

Alternatively, you can rely on Tungsten Automation to guide you through the registration process step-by-step. We believe that fiscal compliance and automation should work hand in hand when it comes to securely managing and processing all business-critical documents.

Here are some of our solutions’ features and benefits:

End-to-End Invoice Automation

Our flagship invoicing automation solution, InvoiceAgility, automates every step, from multi-channel invoice ingestion to matching, approval, and payment; significantly reducing manual effort, human error, and processing times. This helps companies achieve superior invoicing performance in terms of speed, accuracy, and cost-effectiveness.

Effortless Ongoing Compliance with the Poland E-Invoicing Mandate

We guarantee your e-invoicing processes will meet all new requirements. Our solution provides built-in compliance checks to validate all fields before submission to KSeF , ensuring you are fully supported through every regulatory update and giving you complete peace of mind.

Real-time Data and Insights

Our solution provides you with instant visibility into every invoice, enhancing cash flow management and enabling you to prepare effectively for audits and reviews  This level of transparency also enables you to adapt to new KSeF rules quickly and confidently, avoiding missed deadlines and record-keeping gaps.  

Support for Both Buyers and Suppliers

Our solution covers both sides of the invoicing process, so organizations can rely on a single solution for their Polish e-invoicing compliance needs. We can also provide support with supplier onboarding and staff training to help remain confident as Poland’s regulatory environment evolves.

Tungsten Automation: Your Partner for Success in Poland

With decades of experience at the forefront of invoice automation and compliance, Tungsten Automation is uniquely positioned to help you streamline Accounts Payable (AP) and Accounts Receivable (AR) processes.

Visit our compliance page for the latest invoicing updates from Poland here, or contact us now to schedule a free consultation to discuss your invoicing needs.