Implementation of the National e-Invoice System (KSeF) The Last Chance to Prepare for February 2026
The Last Chance to Prepare for February 2026
February 2025 is a crucial time for companies to arrange their preparations for mandatory KSeF implementation. After three postponements, the deadline for the introduction of e-invoicing appears to be final. This is mainly due to EU regulations related to the VAT in the Digital Age (ViDA) package, which envisions the implementation of universal e-invoicing in the EU by 2030. Poland, having received approval for KSeF, will ensure the stability of our system until 2035, even if the EU standard undergoes changes. The introduction of KSeF is not only an obligation but also an opportunity to optimize accounting processes, eliminate invoicing errors, and improve financial transparency.
The Final Call for KSeF Implementation – The First Quarter of 2025 Is Key
Our experience at ALTO shows that a safe KSeF implementation requires at least a year of planned activities. This process includes:
- Creating an implementation schedule,
- Selecting a technology provider,
- Adapting ERP systems to KSeF requirements,
- Conducting a tax audit and adjusting processes,
- Testing and implementing internal procedures,
- Training the finance and accounting team,
- Implementing reporting and system monitoring mechanisms.
To avoid risks, we recommend planning the implementation no later than the end of Q1 2025. Delays may result in a lack of full readiness by the mandatory KSeF launch date.
How to Implement KSeF? Key Steps
The most important step is choosing the technology for handling e-invoices. Companies typically choose:
- Implementing KSeF independently (with the support of a local or global IT team),
- Integrating KSeF with ERP through an external provider,
- Waiting for a dedicated tool to be provided by their ERP supplier.
Regardless of the choice, collaboration with the tax team is essential to ensure compliance with regulations and optimize document workflow. Additionally, it is crucial to consider data security aspects and prepare a contingency plan in case of system issues.
Common Challenges in KSeF Implementation
Preparing for mandatory KSeF requires solving several key issues, such as:
- How to present e-invoices to contractors?
- Who should have access to invoices in the system?
- How to verify the VAT status of foreign contractors?
- How to handle attachments to e-invoices?
- How to account for employee expenses in KSeF?
- How to ensure KSeF compliance with existing financial systems?
- How to adapt internal procedures to the new invoicing method?
Failing to address these aspects properly may lead to operational issues and potential financial penalties.
Any questions?
Why Is Advisory Support in KSeF Key to Success?
Every Polish VAT taxpayer must adapt their processes to the new reality. ALTO supports companies through various cooperation models, including:
- Developing an implementation schedule,
- Managing the KSeF project (organization, team coordination, progress monitoring),
- Mapping system data to KSeF requirements,
- Supporting the tax team in discussions with IT,
- Certifying implemented solutions,
- Full KSeF implementation with our technology partners,
- System testing and error elimination,
- Providing experts knowledgeable in ERP systems and KSeF requirements,
- Developing an invoice archiving policy and safeguards against system errors.
It is worth emphasizing that effective KSeF implementation is not just about meeting regulatory requirements but also an opportunity for automation and improvement of accounting processes.
Contact Us!
We invite you to a consultation and collaboration! Fill out the contact form below, and we will reach out to discuss your needs. You can count on our support at every stage of KSeF implementation, from needs analysis to full implementation and system optimization.
Any questions?
Write or call us.
e-Invoice System (KSeF) - I want to know more
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Meet Our Expert
Our service quality is overseen by Tomasz Wagner – a tax advisor, VAT and e-invoicing expert, and a partner at ALTO.
Tomasz has over 18 years of experience in VAT, specializing in electronic invoicing, KSeF implementation, and tax process optimization.
He advises Polish and international companies in key industries, such as:
✅ Manufacturing
✅ FMCG and retail
✅ Cosmetics
✅ Automotive
✅ E-commerce
✅ Cinema industry
He helps major market brands properly apply VAT regulations and implement electronic invoicing solutions.
Expertise in E-Invoicing and KSeF
Tomasz has participated in hundreds of projects related to:
🔹 KSeF and e-invoicing implementation,
🔹 Mapping system data to the Standard Audit File for Tax (JPK VAT),
🔹 Proper invoice data labeling,
🔹 Assessing the correctness of invoices and cross-border invoices,
🔹 Obtaining tax rulings on e-invoices,
🔹 Addressing reverse charge VAT and split payment issues on invoices.
He is recognized as a leader in VAT advisory and all forms of invoicing and tax obligation verification.
Publications and Expert Activities
Tomasz Wagner is the author of well-regarded tax studies, including:
📖 A Commentary on the VAT Directive
📖 An Analysis of the Split Payment Mechanism
✍️ Dozens of comprehensive tax articles
📢 Over 150 expert statements and media comments
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