KSeF

What is the National e-Invoice System?

The National e-Invoice System (KSeF) enables structured invoices to be issued and made available. The integration of the V-Desk System with KSeF frees the entrepreneur from the need to technically handle invoices and prepare them in the appropriate structured format and validates the technical and business correctness of the invoices sent and received.

Invoice workflow in V-Desk

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The V-Desk system automatically retrieves and sends invoices to KSeF

What business processes will the combination of KSeF and V-Desk facilitate?

Converting invoices to the required structure in KSeF

Thanks to the system’s built-in mechanisms, invoices are automatically converted to the required structure and the data completes itself.

Invoice data completeness check

Before the invoice is sent, the document’s structure is validated and its business case verified.

Guarantee of delivery of invoices in case of unavailability of KSeF

The V-Desk download and transfer process has been equipped with a mechanism to guarantee the delivery of the invoice in case KSeF is unavailable.

Strict control over processed data

V-Desk offers unlimited comparison and reporting possibilities. It provides ready-made, customised sales invoice reports for further posting.

Transfer of an accounting document into the workflow

A defined connection to KSeF ensures that the document is transferred to the document workflow used and possibly exported to the financial and accounting system.

Support for invoice attachments
in V-Desk

The V-Desk download and transfer process has been equipped with a mechanism to guarantee the delivery of the invoice in case KSeF is unavailable.

KSeF in V-Desk and V-Desk GA

The KSeF module is an add-on to the Invoices module and is available in both V-Desk implementation models. It can be configured in a dedicated version of the V-Desk system and can also be selected from the ready-made V-Desk GA processes.

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What do you gain by choosing to combine KSeF with V-Desk?

Optimisation of the invoice workflow process

Saving staff time

Efficient communication with the KSeF platform

Secure archiving of documents

Elimination of duplicate invoices

Data collected in summaries
and reports

We integrate the KSeF into the V-Desk without programming

The integration of the National e-Invoice System into V-Desk does not require the involvement of the IT department. In addition, as a provider of a business process management platform, we constantly ensure that the products we offer are adapted to market changes as well as any legislative changes.

V-Desk integrations

V-Desk can be integrated with virtually any IT system, including KSeF, e-Delivery, ERP and accounting systems, as well as logistics and transportation systems.

KSeF platform – FAQ

What is KSeF?

The National e-Invoicing System (KSeF) is a nationwide platform provided by the Polish Ministry of Finance for issuing, receiving, and storing structured electronic invoices. While KSeF is a domestic solution, it operates within European Union regulations on VAT and e-invoicing. It aligns with the broader European direction of digitalizing tax settlements, including the ViDA (VAT in the Digital Age) reforms, which aim to gradually standardize e-invoicing and VAT reporting across the EU.

When will KSeF be compulsory?

The obligation to use KSeF has been postponed several times. It is now scheduled to take effect on February 1, 2026 for large enterprises that had turnover above PLN 200 million in the previous fiscal year. The obligation will extend to other businesses on April 1, 2026.

What does KSeF change?

The government’s KSeF platform will be one of the ways in which we can receive a cost document from Poland. Invoices from outside Poland, and any cost documents that are not invoices (e.g. motorway tolls, parking, etc.), will continue to go to organisations outside the National e-Invoice System.

Whom does KSeF apply to?

KSeF will be in force:

entrepreneurs registered as active VAT taxpayers
VAT-exempt traders
taxpayers identified in Poland for the special EU OSS procedure, with a Polish tax identification number NIP

What is a structured invoice?

The structured invoice submitted to or downloaded from KSeF must be in xml format according to the imposed xd schema.

Will the structured invoice be readable?

Invoices, downloaded in a technical format, are automatically presented in a readable form in the V-Desk system. The information they contain can be transferred to field systems or be linked to contracts, for example. The visualisation can contain additional indexes from the system, such as order or correlating contract numbers.

Can I add an invoice attachment to KSeF?

Attachment handling is not provided for in KSeF. However, the V-Desk system meets the need and makes it possible to attach additional documents to an invoice and, as an attachment, forward them via the secure V-Room platform or by email.

Does KSeF integration with V-Desk require programming or IT department involvement?

In a typical scenario, no. KSeF integration in V-Desk is configuration-based, and the system handles the technical aspects of e-invoice processing: conversion to the required structure and validation before sending/after receiving.

What happens if KSeF is temporarily unavailable or an invoice fails validation?

V-Desk includes a mechanism that ensures invoice delivery even if KSeF is temporarily unavailable. Additionally, both technical and business validation are performed before sending, which reduces the risk of rejection. If an error occurs, the document can be corrected within the process and resent.