Below are 5 steps on how to receive an invoice in KSeF:
Step 1: Choose a tool for receiving invoices
The Ministry of Finance provides free tools for handling KSeF:
- KSeF Taxpayer Application — available at ksef.podatki.gov.pl
- KSeF Mobile Application — downloadable to your phone
- e-mikrofirma — access through the e-Tax Office
Step 2: Get access to KSeF
If you have a NIP (Tax Identification Number), you already have basic permissions to use KSeF.
Note: If you do not run a sole proprietorship but operate in another form (e.g., a company) and do not have a qualified seal, you must submit a ZAW-FA form at the tax office to gain access to KSeF.
Step 3: Log in to KSeF
Go to ksef.podatki.gov.pl or log in through your accounting software if it is integrated with KSeF.
Login methods:
- Trusted Profile
- Qualified signature
Step 4: Find the invoice in your tool
After logging in, go to the "Invoice List" tab — there you will find all invoices issued to you in KSeF.
Remember: Regularly check if you have received an invoice from your contractor. This is important for the invoice payment deadline.
Step 5: Download the invoice
Received invoices can be:
- downloaded (e.g., in PDF format)
- saved on your phone or computer
- printed if needed, e.g., for vehicle registration, grant settlement, or other administrative or court matters
Downloaded and printed invoices are automatically marked with a QR code and KSeF number.
More information
All detailed information is available on the Ministry of Finance website:
- Website: ksef.podatki.gov.pl
- KAS Hotline: 801 055 055 or 22 330 03 30
Source: Ministry of Finance, www.podatki.gov.pl
