KSeF invoices - Polish Post

A man sitting at a desk with a monitor displaying an invoice

Poczta Polska SA invoices
only in the KS e F from February 1, 2026.

From February 1, 2026, invoices for the sale of Poczta Polska SA services and goods to customers with a Tax Identification Number (NIP) will be available exclusively in the National e-Invoice System (KSeF). From that date, all companies, regardless of turnover, will be required to receive invoices via the KSeF system.

Purchasers will need to download invoices issued in the KSeF system directly from the system. Poczta Polska SA will not send purchasers any information about invoice issuance or submission to the KSeF system.

More information: ksef.podatki.gov.pl

What is changing in Poczta Polska SA invoices?.

Invoices from the KSef system will be in the form of a digital code (so-called structured invoice), not a paper document or PDF file.

Each invoice will include, among others:

invoice number assigned by the Poczta Polska SA system ,

invoice number assigned by the KSeF system .

Additionally, a QR code – if its visualization (image) is shared outside the KSeF system.

However, the account number for payments and the due date for invoices will not change.

What Poczta Polska SA provides to its customers

In the initial phase of KSeF implementation , Poczta Polska SA will send customers a visualization (image) of the structured invoice, except when the customer does not consent to receiving it or in the event of KSeF unavailability or failure.

The invoice visualization will be delivered – as before – to valid e-mail addresses or by post.

Invoices for Local Government Units (LGUs)

Poczta Polska SA will appropriately mark invoices issued to local government units in the elements Entity2 and Entity3 (JST – recipient).

In the element Podmiot3, in the data of the subordinate unit of the local government unit, the appropriate NIP or IDWew. , provided that these data are transferred to Poczta Polska SA

Questions and Answers about KSeF

Who and from when is obliged to issue invoices in KSeF?

from February 1, 2026 – for large taxpayers. A large taxpayer is an entity whose gross sales value exceeded PLN 200 million in 2024,
from April 1, 2026 – for small and medium-sized enterprises,
from 1 January 2027 – for taxpayers whose total sales value documented by invoices issued in a given month is less than or equal to PLN 10,000 gross.

Am I obliged to receive invoices from Poczta Polska SA in the KSeF system?

Yes, from 1 February 2026, KSeF will become a mandatory solution for large VAT payers.

Poczta Polska SA is a large VAT payer, therefore it will be mandatory to issue invoices in the KSeF system for all customers.

From February 1, all companies, regardless of their turnover, will be obliged to receive invoices via the KSeF system.

What should I do to receive an invoice from Poczta Polska SA?

The original invoice is available in the KSeF system. Log in to the KSeF system using the free application provided by the Ministry of Finance or an accounting/invoicing program integrated with KSeF. Upon request, Poczta Polska SA can send a visualization (image) of the invoice to the email address provided.

Why can't I receive a paper invoice?

From February 1, 2026, all invoices issued by Poczta Polska SA will be available only in the KSeF system in the form of a digital code (so-called structured invoice), not as a paper document or PDF file. You will be able to download the invoice yourself from the KSeF system.

Will it be necessary to sign an annex to the contract after the entry into force of the KSeF?

From 1 February 2026, Poczta Polska SA will issue invoices in the KSeF system without the need to sign an annex to the contract, because the obligation to use the KSeF system results directly from the Act and takes precedence over contractual provisions.

When does the payment deadline for e-invoices start?

If the contract specifies a payment due date from the date of issue, this is the date specified by Poczta Polska SA on the invoice. Therefore, it doesn't matter when the recipient actually reads the invoice or downloads it from the system. If the contract specifies a payment due date from the date of receipt, this is the date the KSeF number is assigned.

Exceptions:

partial failure – date of receipt of the invoice visualization (unless a number has already been assigned in KSeF),
total failure – date of receipt in an agreed manner, i.e. on paper/PDF (outside the KSeF system).

It is important to check KSeF regularly so as not to miss the payment deadline.

Why can't I see the invoice in the KSeF system – Local Government Units (LGU) – kindergarten, school, commune, nursery, local governments, etc.?

The lack of visibility of an invoice in the KSeF system, in the account of a subordinate local government unit, may be due to the lack of appropriate invoice designations in the "Entity2" and "Entity3" elements (JST - recipient), required for local government units. To complete this information, please contact the contract manager at Poczta Polska SA. Once added, subsequent invoices will be properly visible in the KSeF system.

Where can I collect an invoice for purchased services and materials (e.g. postage stamps) at a post office?

Poczta Polska SA will issue all invoices in the KSeF system. Customers can collect them from the KSeF system themselves. An image of the invoice can be provided by Poczta Polska upon request.