KSeF in the ERP: Polish e-invoices inbound and outbound

Sales invoices go to KSeF automatically when posted, even when the platform is temporarily unavailable. Incoming invoices arrive automatically and flow straight into review, approval and posting.

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What KSeF means for companies in Poland and how CRQM handles it

The Krajowy System e-Faktur (KSeF) is Poland's national e-invoicing platform. Since 1 February 2026, VAT-registered companies in Poland receive their invoices through KSeF. They have had to issue invoices there since 1 February 2026 if their 2024 sales exceeded PLN 200 million, and all others since 1 April 2026. The invoice is a structured XML in the FA(3) format and receives its own number from KSeF. Penalties are scheduled to apply from 1 January 2027.

For accounting this means: every outgoing invoice must reach KSeF reliably, even when the platform is down. And every incoming invoice arrives as XML that has to be checked, approved and posted.

CRQM handles both inside the ERP, without an add-on. Invoices and credit notes of Polish sites go to KSeF automatically when posted. Incoming invoices are fetched automatically, matched to the supplier and run through the same approval workflow as any other invoice. The KSeF number carries through to the JPK_V7M file.

Incoming invoices: from KSeF to posting

Six steps, without retyping a single invoice.

1

Fetch automatically

CRQM regularly fetches new incoming invoices from KSeF, reads the FA(3) XML and archives it. The responsible people at each site are notified.
2

Match the supplier by NIP

The invoice is matched to the supplier by tax number, with the VAT whitelist check running alongside. Unknown suppliers are created with one click, pre-filled from the invoice.
3

View the invoice

The XML is rendered as a readable PDF, available directly from the incoming list, with a link to the official verification. Every invoice shows its status, duplicates are detected.
4

Start approval with one click

The «Start workflow» button creates the document with PDF and XML in document management and hands it straight to invoice review.
5

Review and assign accounts

Account assignment on the document with purchase order and goods receipt reference, cost centre and tax code. NBP exchange rate and split payment (MPP) are part of the invoice header.
6

Post with KSeF reference

Completion creates the purchase invoice with all lines for financial accounting. The KSeF reference is linked and the invoice is marked as imported.

Outgoing invoices, offline mode and evidence

Sent on posting

Invoices and credit notes of Polish sites to Polish customers go to KSeF automatically when posted. Activation, start date and credentials are configured per site.

Complete FA(3)

The structured invoice is generated from the sales document, with GTU codes, reverse charge flag and correction invoices referencing the original. The XML is validated against the schema before sending.

Offline mode with resubmission

If KSeF is unavailable, the invoice is issued with an offline QR code and queued. CRQM resubmits it automatically within the statutory deadline.

UPO, KSeF number and QR code

The official receipt confirmation (UPO) is retrieved and stored. KSeF number and verification QR code appear on the invoice PDF, which is attached to the order automatically.

Status on the document and KSeF list

Every invoice shows its status: pending, sent, confirmed, offline or error, with error details and resend. A dedicated list filters all KSeF invoices by status.

KSeF number in JPK_V7M

The JPK_V7M export as XML and CSV shows the KSeF number per invoice and flags invoices without a KSeF number.

Frequently asked questions about KSeF

When does the KSeF obligation apply?

VAT-registered companies in Poland have received invoices through KSeF since 1 February 2026. They have had to issue invoices there since 1 February 2026 if their 2024 sales including VAT exceeded PLN 200 million, and all others since 1 April 2026. Businesses invoicing no more than PLN 10,000 gross per month have until the end of 2026. Invoices to private individuals are excluded. Penalties are scheduled to apply from 1 January 2027.

Do we have to send invoices to KSeF ourselves?

No. Invoices and credit notes of Polish sites to Polish customers go to KSeF automatically when posted. You see the status directly on the document. The official receipt confirmation (UPO) is stored, and the KSeF number and QR code appear on the invoice PDF.

What happens if KSeF is unavailable?

The invoice is still issued, with an offline QR code, and placed in a queue. CRQM continuously checks the platform status and resubmits the invoices automatically within the statutory deadline. The invoice PDF is attached to the order in this case too.

How do incoming invoices get from KSeF into CRQM?

CRQM fetches them automatically and regularly, matches them to the supplier by NIP and renders a PDF from the XML. From the incoming list you start the approval workflow with one click. This creates the document in the DMS and the purchase invoice with all lines, without manual data entry.

What happens with an invoice from an unknown supplier?

One click opens the supplier form, pre-filled with country, NIP, name and address from the invoice. A lookup in the Polish business register completes the remaining master data, and a duplicate check warns about existing accounts with the same NIP. Once saved, the supplier is linked to the invoice. The VAT whitelist check warns if the tax status looks suspicious.

Do we need a separate KSeF program alongside CRQM?

No. KSeF is built into sales, purchasing, document management and financial accounting. The KSeF number of every invoice appears in the JPK_V7M export, and split payment and NBP rates are handled in the same system.

Our head office is in Switzerland and we have a company in Poland. Can this run in one system?

Yes. The Polish company works with KSeF, JPK_V7M and NBP rates in the same system as the Swiss company with QR-bill and ESTV return, with a single login. More on the page Switzerland and Poland in one system.

KSeF in the ERP, not in an add-on

In a demo we show you how a Polish invoice is issued in CRQM, submitted to KSeF, received, approved and posted.