KSeF – an Obligation, but Also an Opportunity

The upcoming legislative changes related to the National e-Invoicing System (KSeF) present major challenges for Polish businesses but also open up significant opportunities.

INTENSE PLATFORM READY FOR NEW CHALLENGES

KSeF is a solution developed by the Ministry of Finance aimed at full digitization of the invoicing process in business transactions. The platform enables issuing, receiving, storing, and verifying structured invoices—XML documents compliant with a defined logical structure.

Structured XML invoices will soon become mandatory for all businesses—from large enterprises to SMEs and micro-entrepreneurs. INTENSE Platform, a powerful tool supporting digital transformation, is fully prepared for these changes.

NEW KSEF IMPLEMENTATION DATES

According to the Ministry of Finance, the KSeF obligation will be introduced in phases:

• February 1, 2026 – obligation for large enterprises (annual turnover over PLN 200M),
• April 1, 2026 – obligation for other businesses,
• January 1, 2027 – obligation for digitally excluded micro-enterprises.

Currently, the standard invoice structure is FA(2). On June 30, 2025, a new structured invoice schema—FA(3)—will be published. This is a key milestone for IT systems supporting KSeF, including further adaptation of INTENSE Platform to the new structure.

FA(3) will become mandatory from February 1, 2026, replacing the FA(2) structure.

INTENSE PLATFORM – READY FOR KSEF AND FUTURE CHANGES

Since January 2022, when KSeF was optional, INTENSE Platform has offered full integration with the system. It supports bidirectional handling of structured invoices:

• Sending e-Invoices to KSeF – generating XML files directly from sales invoice objects, with options to visualize, send, attach an official confirmation (UPO), and monitor processing status,
• Receiving e-Invoices from KSeF – with a dedicated view, users can fetch documents based on defined parameters and convert them into accounting documents within INTENSE Platform.

INTENSE Platform enables secure, fast, and compliant KSeF implementation even in complex organizational structures - thanks to features like centralized certificate management, multi-company integration within one instance, and an intuitive interface.

Its flexible architecture allows easy adaptation to the upcoming FA(3) schema. As soon as it's released (June 30, 2025), we will immediately begin adapting the system to ensure smooth and secure communication with KSeF for end users.

KSEF IMPLEMENTATION IS MORE THAN JUST IT – THE ROLE OF REQUIREMENTS ENGINEERING (IREB)

Integrating corporate systems with KSeF goes far beyond technology. Proper needs analysis is key to successful integration. The IREB methodology enables a comprehensive approach to requirements analysis and documentation, essential for effective KSeF integration.

IREB focuses on three core perspectives:

• Business – defining goals like regulatory compliance, invoicing automation, and improved document flow transparency,
• User – identifying needs of system users (e.g., accountants, sales staff) related to invoice handling, validation, and history access,
• System – specifying technical requirements for ERP-KSeF integration: API handling, security, authorization, and FA(3) compliance.

IREB also supports change management—crucial for the evolving KSeF project, which involves frequent updates. With impact analysis and stakeholder validation, projects remain up-to-date and effective.

Using IREB prevents gaps between IT and business and ensures full transparency and control over the implemented solution.

CONCLUSION: KSEF – A TRANSFORMATION WORTH EMBRACING

While KSeF may seem like another formal burden, it's truly an opportunity to streamline and automate invoicing. Structured invoicing increases efficiency, reduces errors, and simplifies tax settlements.

At INTENSE Platform, we’re ready for the new requirements. Our project team is already working on FA(3) support. We use proven requirements engineering methods to ensure compliance and everyday usability. We support clients at every step—from needs analysis to implementation, maintenance, and updates.

Choosing a modern, integrated solution like INTENSE Platform means more than just avoiding penalties—it’s real support for your company’s digital transformation.

KSeF is a challenge, but an even greater opportunity. Take advantage of it.

Want to learn how to prepare your organization for KSeF with INTENSE Platform?

Contact us today.

INTENSE Group Team