The introduction of the National e-Invoice System marks a turning point for Polish businesses.
Ultimately, KSeF will streamline the flow of invoices, which are verified both by companies’ systems and by KSeF itself at the time of dispatch. Through automation, it reduces errors and fraud and makes it easier to run a business.
However, the implementation of the new system presents many challenges for companies.
The greatest challenge remains the novelty of the process, namely integrating their systems with the KSeF and familiarising themselves with its intricacies. Another difficulty is the transition period lasting until the end of 2026. This will provide time to prepare for full operation on the new system. It will also be a period of heightened vigilance, as it means the system will be in operation without being fully reliable for document circulation, given that some entities will still be in the implementation phase.
KSeF – a system faster than a courier
One of the greatest benefits that KSeF is set to bring is the speed of invoice processing. The specific data transmission procedure associated with structured invoices essentially results in a significant acceleration of information flow, particularly in small businesses where invoice processing is not yet fully formalised. Company management will have a virtually real-time overview of liabilities arising from previously concluded contracts. Time will tell how this solution will affect the application of the accrual principle and the principle of completeness. The use of KSeF can significantly facilitate both the maintenance and auditing of accounts in these very respects.
Automatism and the security of commercial transactions
KSeF does not protect against invoices issued with the aim of defrauding companies that lack appropriate control procedures. The greatest risk remains the automatic import of data from KSeF without adequate procedural safeguards – there is a risk that deliberately incorrect documents will be recorded in the accounts. A month after its introduction, we can see that even the largest companies are postponing their transition to KSeF, and one of the main obstacles is the integration of invoice imports not into the accounting system but into the control system, so as to prevent a document from being recorded in the accounts before it has been properly approved.
The integrity of accounting records and new auditing requirements
From an audit perspective, the integrity of accounting records in the era of KSeF requires adjustments to internal control processes. Traditional ‘post-facto’ verification of invoices is no longer sufficient. Companies must implement mechanisms for the continuous monitoring and reconciliation of internal data with data available directly on the Ministry of Finance’s servers. Any discrepancies between the purchase register and KSeF records must be resolved in real time to avoid errors in the balance sheet. It is worth remembering that, in accordance with the guidelines on the audit of financial statements, gaps in documentation may be considered a material weakness in the control system, which directly affects the auditor’s assessment of audit risk.