The Future of Invoicing Lands in Poland — And It’s Closer Than You Think

From 1 February 2026, Poland is switching to a nationwide digital invoicing system called KSeF (Krajowy System e‑Faktur), and it’s more than just a regulatory update — it’s a transformation of how companies communicate, transact, and collaborate.

DSV is already gearing up with full force to lead this transition internally and ensure we are fully prepared for what’s ahead.

Why E‑Invoicing Is Becoming Essential — Right Now

Think of KSeF as Poland’s new digital backbone for invoicing. This shift isn’t just about compliance — it’s about elevating business efficiency nationwide.

Here’s what’s rolling out:

A “clearance model” for all B2B and B2G invoices

Before an invoice becomes official, KSeF validates it — ensuring the data is right the first time.

A structured format (XML) for consistency

No more mismatched templates or missing fields. Everything is standardized.

A phased rollout for businesses

• 1 Feb 2026 – large enterprises
• 1 Apr 2026 – all other VAT‑registered businesses
• 1 Jan 2027 – microenterprises + sanctions

What This Means for DSV Customers

If you’re a DSV customer, e‑invoicing opens the door to clearer communication, increased reliability, and faster workflows.

Immediate benefits for you:

1. Faster invoice delivery

No more waiting for email chains — once KSeF approves an invoice, it’s instantly available.

2. Reduced errors and rejections

Our SAP Billing Engine and SAP DRC validate data before sending it through KSeF, minimizing delays.

3. Full transparency and compliance

You receive invoices that meet national standards — automatically.

4. A smoother experience

Less paperwork. Less manual handling. More focus on what matters to your business.

Here’s what you’ll need to do:

• Register with KSeF
• Set Up Internal Workflows for Handling Structured XML Invoices.
• Align With Your Internal Finance / AP Teams

What This Means for DSV Suppliers

If you supply to DSV, e‑invoicing introduces a few essential steps you’ll need to take — but the payoff is smoother collaboration and faster processing.

Here’s what you’ll need to do:

• Register with KSeF
• Ensure your system can generate compliant XML invoices
• Include mandatory DSV operational reference numbers in Transport” → “NrZleceniaTransportu” field in the XML.
• Submit all invoices exclusively via KSeF as per the rollout dates

This ensures your invoices move quickly, accurately, and without processing delays.

 

Your Go‑To FAQs: Clear, Simple, and Helpful

General FAQs

What is e‑invoicing?

It’s a digital, structured way of exchanging invoices using automated XML files instead of PDFs or paper documents.

What is KSeF?

Krajowy System e-Faktur (KSeF) is Poland’s national platform for validating and storing structured e‑invoices.

Does this apply to B2C?

No — only B2B and B2G transactions at this stage.

When does KSeF become mandatory and who is affected?
Poland is introducing mandatory e‑invoicing in phases: 1 Feb 2026 (large enterprises), 1 Apr 2026 (other VAT‑registered entities), and 1 Jan 2027 (micro‑enterprises + start of sanctions). The mandate covers B2B and B2G transactions between entities registered in Poland.

What exactly changes operationally?
Invoices must be sent and validated through KSeF in a structured XML format and will carry a KSeF ID once accepted; paper/PDF will be replaced for covered transactions.

Does DSV use a certified solution to connect to KSeF?
Yes. DSV in Poland uses SAP (incl. SAP DRC) as the e‑invoicing service provider and access point to KSeF for both submitting and receiving invoices.

 

Customer FAQs

Which invoices will DSV send via KSeF?

All taxable and corrective invoices for domestic and foreign B2B/B2G customers.

Where will I receive my invoice?

Through KSeF — and potentially through your existing delivery channels, depending on your setup.

Will approval take longer?

Only if an invoice is rejected for errors. DSV’s systems are built to minimize this risk.

Which DSV invoices will be issued via KSeF?
All taxable and corrective invoices for B2B and B2G customers registered in Poland are issued via KSeF (the KSeF‑validated XML is the official version).

How will I receive my invoice?
For Polish VAT‑registered customers, invoices are available via KSeF once validated. Depending on your setup, DSV can also provide readable copies (e.g., PDF printouts) for internal use; the XML remains the legally binding source.

What about foreign customers customers?

For foreign customers, DSV will provide PDF with KSeF ID and QR code as a readable output, while ensuring KSeF requirements are met for Polish‑covered transactions.

Will payment terms change?
No—your contracted payment terms remain the same. KSeF changes how invoices are validated and delivered, not your agreed commercial terms.

 

Supplier FAQs

Where do I send invoices now?

Directly through KSeF — this becomes mandatory based on your classification and timeline.

Can I still send PDF invoices?

Not once your mandate phase begins. KSeF‑submitted XML invoices will be the only accepted format.

Do I need to add extra information?

Yes — operational data like shipment reference numbers must be included in “NrZleceniaTransportu field in the XML for smooth processing.

Where do suppliers register and how do they access KSeF?
Register with the Polish Ministry of Finance and use the KSeF platform. The official MoF portal is provided in DSV communications for guidance.

Will suppliers receive confirmation that an invoice passed through KSeF?
Yes—KSeF returns an official confirmation (UPO) upon successful validation.

What if an invoice is rejected by KSeF?
Correct the XML (e.g., missing fields/IDs/operational tags) and resubmit through KSeF; DSV’s request for complete operational data is intended to minimize rejections.

Is there any channel other than KSeF for B2G or network delivery (e.g., Peppol)?
Invoices must go to KSeF first. Sharing via Peppol is only permissible after KSeF submission and assignment of a KSeF ID.

I’m a supplier outside Poland—do I also have to use KSeF?
If you are VAT‑registered in Poland, KSeF applies. If you’re not VAT‑registered in Poland, continue as agreed (e.g., PDF/EDI/XML), unless DSV communicates a change for your case.

 

Need Support? Reach Out Anytime

Our dedicated project team is here to help with questions or clarifications: pl.sha.einvoicing@dsv.com