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Poland is introducing mandatory e-invoicing from 2026 – is your company ready?

Electronic invoicing has been mandatory in Poland since February 2026. All companies operating in the country are now required to issue and receive invoices via the state platform KSeF (Krajowy System e-Faktur).

Introduction

Failure to comply with the regulations can lead to disruptions, penalties and compliance risks. In addition to coping with the introduction of a new invoicing system, one of the biggest challenges facing existing user systems will be meeting the requirement for mandatory status management.

Retarus ensures compliance, security and calculability in accounting. We help our e-invoicing customers eliminate an avoidable risk with substantial financial implications.

Time remaining until introduction of the regulation

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Context

Poland is introducing a mandatory national e-invoicing system(KSeF) in accordance with EU Directive 2014/55/EU on electronic invoicing in public procurement.

Timeline

February 1, 2026

Large enterprises (PLN 200+ million)

April 1, 2026

All other companies

January 1, 2027

Microenterprises

Special considerations

  • E-invoices must comply with a structured XML format (FA(3)), be validated by the KseF, and archived for 10 years.
  • Paper or PDF invoices are no longer accepted.

UPO

“Urzędowe Poświadczenie Odbioru” (UPO) receipt confirmations play an indispensable role in managing the invoice status

  • Customer systems must have status management capabilities
  • Retarus can provide support in this regard and take over some of the status management steps

Impact on companies

  • Process disruptions will result if companies fail to make all preparations (ERP adaptation, new workflows)
  • Compliance risks (penalties, rejected invoices, late payments)
  • Operational challenges for multinational companies with complex ERP and accounting landscapes

Why companies need to act now

Preparation

Experience has shown that the necessary technical and organizational measures take around six months to implement – in other words, time is running out fast!

Faster refunds

The standard VAT refund period is set to be reduced from 60 to 40 days within the KSeF system, but only for compliant companies.

PDF no longer permitted

Simple PDF invoices – without structured, machine-readable data – are no longer accepted in Poland as of April 2026.

Automation

E-invoicing enables companies to benefit from automated processes, lower error rates and greater transparency.

Europe-wide trend:

Similar regulations are currently being developed and introduced accross Europe – Poland represents just one example in a broader regulatory trend.

How we support you

Seamless integration

We seamlessly integrate Polish e-invoicing (and much more) directly into your local ERP and accounting systems.

Last minute service

If things need to move forward particularly quickly, we can fast-track your project on request. Please feel free to ask us about the additonal costs this may entail.

Clear guidance

Regulations and requirements are often difficult to understand. We provide you with clear instructions on how to introduce Polish invoicing and practical information to streamline implementation.

Workflows

We optimize your processing of documents by harmonizing and automating your invoice and document workflows for EDI, PDF, platforms, CTCs and networks.

Experts

Our experienced specialists have many years of expertise in EDI and e-invoicing, including the associated EU project management.

Premium Support

We provide you with highly competent support around the clock (24/7), with SLAs to guarantee implementation times.

Full compliance

Our Global E-Invoicing service is fully compliant with Polish tax law and EU standards.

Future-proof solution

Retarus Global E-Invoicing is already compatible with the forthcoming EU ViDA (VAT in the Digital Age) requirements.

Find out how the Retarus solution meets your e-invoicing requirements in Poland

Download our exclusive infographic to find out how Retarus implements its secure, legally compliant invoicing processes for customers in Poland.

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Prepare your company for mandatory Polish e-invoicing now

Electronic invoicing has become mandatory for all companies operating in Poland from 2026. Retarus covers all requirements with a legally compliant, future-proof, efficient solution. Convert these regulatory obligations into your competitive advantage.
Contact us now