If you’ve heard whispers about Poland introducing mandatory e-invoicing, you’re not imagining things. It’s real, it’s coming soon, and if your business operates in Poland, you’ll need to comply.

Let’s break down what’s actually happening, what it means for your business, and what you should be thinking about right now.

What’s actually changing in Poland

Poland is rolling out KSeF 2.0, a new national e-invoicing system that will replace the current KSeF platform entirely. This isn’t optional—if you’re VAT-registered in Poland, you’ll need to submit every invoice through this system.

Here’s what the timeline looks like:

 February 1, 2026 – Large companies with turnover above PLN 200 million must comply
April 1, 2026 – Everyone else who’s VAT-registered follows

Most finance teams will tell you that implementing new compliance systems always takes longer than you’d think. Starting early gives you room to test, adjust, and train without the pressure of a looming deadline.

What this means for you

Think about your invoice workflow right now. Whether you’re using an ERP system, accounting software, or a mix of tools, every VAT invoice you issue to a Polish entity will need to flow through the KSeF 2.0 system.

This isn’t just about forwarding a PDF. The system requires structured data submission, real-time validation, and official confirmation receipts. If something’s wrong with an invoice, you’ll know immediately—not weeks later when a payment doesn’t arrive.

For most businesses, this means one of two things: building an integration yourself or working with a compliance provider who handles it for you.

What to look for in a compliance solution

You have options for how to handle this. Some companies will build direct integrations with the Polish tax authorities. Others will work with compliance providers who specialize in this type of automation.

If you’re evaluating providers, here are the capabilities that actually matter:

Automatic submission and validation – Your invoices should be checked for errors before submission, not after. Real-time validation catches issues like incorrect VAT numbers or missing required fields before they become problems.

Status tracking – You’ll want to know exactly where each invoice stands. Was it accepted? Is there an error? Has it been officially confirmed? Good systems give you full visibility.

Multi-language support – If you’re operating across multiple countries, having a platform that works in your team’s languages makes training and adoption much easier.

The best solutions feel invisible. Your finance team shouldn’t need to think about compliance—it should just happen as part of their normal invoice processing.

Why this matters beyond just compliance

Yes, you need to comply because it’s the law. But there are practical benefits to structured e-invoicing that go beyond avoiding penalties.

Faster processing – When invoices are submitted and validated in real-time, disputes and delays decrease. You know immediately if there’s a problem, not 30 or 60 days later.

Better audit trails – Every transaction has an official timestamp and confirmation from the tax authority. If you ever face an audit, your documentation is ironclad.

Reduced manual work – Automated submission means your team spends less time on administrative tasks and more time on strategic work.

Cross-border consistency – Poland isn’t alone here. Several European countries are moving toward mandatory e-invoicing systems. If you choose a platform that handles multiple countries, you’re preparing for future requirements too.

Countries like Italy, France, and Belgium are implementing or expanding their own systems. Getting ahead of this now means you won’t be scrambling when the next deadline hits.

Getting started

The most important thing you can do right now is understand your requirements and start conversations with potential partners.

At Fitek, we’ve been helping companies across six European countries handle e-invoicing compliance. Our KSeF 2.0 solution is being built specifically for businesses that want compliance to work seamlessly with their existing workflows—not replace them.

If you’re trying to figure out what this means for your specific situation, we’re happy to walk through it with you. No sales pressure, just practical guidance from people who’ve helped other companies navigate these transitions.

Reach out to Fitek to discuss your KSeF 2.0 compliance needs, or explore how we support e-invoicing.

The deadline will arrive faster than you think. But with the right preparation and the right partner, this doesn’t have to be painful.