Your e-invoicing journey in Poland

Poland’s KSeF e-invoicing mandate: what EU businesses need to do now

Poland has quickly become Europe’s manufacturing and logistics rising star, attracting investments from companies eager to nearshore production. For many European OEMs and tier-1 suppliers, Polish factories and distribution centres are now critical nodes in EU-wide supply chains. At the same time, a digital barrier is rising: mandatory e-invoicing via Poland’s KSeF platform. Businesses with legal entities in Poland can’t afford to be unprepared, as e-invoicing will soon be a legal requirement.

What’s changing in Poland?

Poland will require mandatory domestic B2B e-invoicing starting February 2026, covering transactions between Polish VAT-registered businesses. 

Poland’s centralized e-invoicing platform, KSeF, is already live for voluntary use. Once the mandate kicks in, invoices between Polish VAT-registered businesses must be submitted through KSeF — using structured formats validated by the Polish Ministry of Finance.

This requirement also applies to foreign companies that are VAT-registered in Poland, which is a common setup for international businesses with local distribution centres, legal entities, or commercial operations. If these invoices aren't routed through KSeF, they’ll be considered non-compliant and may be rejected.

By acting early, you can:

• Ensure compliance for your company’s legal entities registered in Poland.
• Establish automated, error-free invoicing processes before the 2026 deadline.
• Strengthen relationships with Polish partners who rely on timely invoice approvals. 
• Avoid last-minute compliance scrambles in a changing regulatory environment.

Invoicing isn’t just about getting paid — it’s central to financial transparency and legal compliance across the EU.

A first step toward EU-wide compliance

Poland’s KSeF system is closely aligned with the EU’s broader ViDA (VAT in the Digital Age) framework. Preparing for Poland’s KSeF system strengthens your ability to handle complex, country-specific mandates and helps you scale compliance more efficiently as e-invoicing continues to roll out across the EU.

Supporting your e-invoicing journey in Poland and beyond

Quyntess and Tradeshift help companies navigate e-invoicing mandates like Poland’s with scalable solutions designed for complex, multi-country supply chains. We connect directly with KSeF and support PEPPOL across other EU markets — giving you a unified platform for compliant invoicing in Poland and beyond.

We proactively monitor regulatory changes, manage local data formats and ERP integrations, and provide guidance tailored to your invoicing processes. Our platform links invoicing with supply chain flows — such as orders and deliveries — for full traceability and smooth daily operations.

We help you stay ahead

Preparing now for Poland’s 2026 mandate is about more than meeting a requirement — it’s your opportunity to strengthen operational resilience and get ahead of ViDA-driven reforms across the EU. Early alignment means fewer onboarding challenges and compliance readiness covering both Polish partnerships and your legal entities operating in Poland.

Quyntess and Tradeshift combine proven technology with hands-on support to help you stay compliant, efficient, and future-ready. Get in touch to learn how we can help.