KSeF E-Invoicing for Foreign Companies in Poland
Poland's national e-invoicing system (KSeF) is now mandatory. If your company has a Polish VAT registration, branch or subsidiary, I connect your accounting system to KSeF and automate the invoice workflow around it.
Who this is for
Foreign parent companies with a Polish subsidiary or branch
Your Polish entity issues and receives invoices under Polish law, whether or not the rest of the group operates there.
International groups centralizing finance operations
You run invoicing and accounting from a shared services center outside Poland, and need one team to handle the Polish leg without hiring locally.
Companies running non-Polish accounting software
SAP, NetSuite, Xero or anything else - KSeF doesn't care what you use internally, but it does require a bridge to its own API.
What KSeF compliance actually requires
- Every invoice issued to a Polish counterparty must be submitted in KSeF's fixed structured XML format (FA schema), not as a PDF or paper document.
- Authentication happens via a qualified electronic signature or a NIP-based token - foreign companies need a Polish NIP to authenticate at all.
- API sessions and request limits apply at volume - without monitoring, a session can silently drop mid-batch.
- Invoices that still arrive by email or paper alongside KSeF need to be reconciled and deduplicated, not double-booked.
What I do
- Connect KSeF's API directly to whatever accounting or ERP system your company already uses, without switching platforms.
- Automate invoice submission and retrieval, so your finance team stops manually re-entering data into KSeF.
- Handle deduplication between KSeF and any invoices still arriving through other channels.
- Monitor API sessions and limits, with an alert before a batch fails instead of after.
German manufacturing group, Polish subsidiary
The Polish subsidiary's invoices were manually re-entered into KSeF by a local bookkeeper, disconnected from the group's SAP system in Germany.
Automation pushes invoices from SAP into KSeF's API directly and pulls incoming invoices back into the subsidiary's ledger.
Result: The local bookkeeper's manual KSeF workload dropped to occasional exception handling only.
Pricing
Frequently asked questions
Does my foreign company need to comply with KSeF?
If you have a Polish VAT registration, branch, or subsidiary issuing invoices to Polish counterparties, KSeF compliance applies to you the same way it applies to Polish companies.
Can KSeF connect to non-Polish accounting software?
Yes - KSeF exposes a REST API. I build the bridge between your existing system (SAP, NetSuite, Xero, or anything else) and KSeF, so you don't have to switch accounting platforms.
We already have a Polish bookkeeper handling this manually - is automation still worth it?
Automation doesn't replace your bookkeeper - it removes the repetitive re-entry work so they can focus on judgment calls and exceptions instead of retyping invoices.
Do you work remotely, or do you need to be on-site in Poland?
Everything I described here is done remotely - the API integration and monitoring don't require anyone on-site.