For Polish companies of foreign groups
Since 2026, companies in Poland must issue their invoices through KSeF, the Ministry of Finance's e-invoicing system, as structured XML in the FA(3) format. Many Polish subsidiaries still invoice from the group's ERP or billing platform, which makes PDFs and exports but cannot send anything to KSeF.
FakturaFlow fills that gap. You upload what your system already produces; we convert it to FA(3), check it, send it to KSeF and collect the official receipts. No change to the group's system and no limit on the number of invoices.
Then the invoices are not the problem. The missing piece is the step between your system and KSeF.
An Excel or CSV export, PDF invoices, or FA(3) XML files. Columns from an export are mapped to the FA(3) fields. PDFs are read automatically when the layout is one we know; you can open every invoice and check or correct the fields before anything is sent.
Required FA(3) fields, VAT totals, Polish tax numbers (NIP) and dates are checked first. You see problems before KSeF rejects a document, which matters because an accepted invoice cannot be edited or withdrawn, only corrected with a new one.
Larger sets go out in KSeF batch sessions, not one by one. The queue runs on our servers, so nobody has to keep a browser open.
For every accepted invoice KSeF issues a UPO, the official receipt signed by the Ministry of Finance, with the invoice's KSeF number. FakturaFlow collects them automatically and keeps them with the invoice. You can download them all as one ZIP file.
Invoices to buyers in the EU and outside it, with or without a VAT number. KSeF still receives the invoice. The buyer cannot log in to KSeF, so they get it outside the system, as today, in a way you agree with them.
Invoices in EUR, USD or any other currency. Amounts stay in the invoice currency; FakturaFlow does not convert them.
0% intra-EU supply of goods (WDT), 0% export, VAT-exempt sales, and services to EU businesses where the buyer accounts for the VAT (reverse charge). Each one fills different FA(3) fields and notes, and KSeF has accepted each of them in our tests.
If your receivables go to a factor, the factor's details and bank accounts are set once and go into the right FA(3) fields on every invoice, so buyers pay the right account.
Invoices from Stripe or Chargebee do not need an upload at all: on the Integracja plan they are sent to KSeF automatically as the billing system issues them.
The database, invoice content and KSeF tokens are processed in a data centre in London. The United Kingdom is covered by a European Commission adequacy decision under the GDPR. Data is encrypted at rest (AES-256) and in transit (TLS), and the KSeF token is decrypted only on the server, at the moment of the call to KSeF.
A data processing agreement under Art. 28 GDPR is available. Every submission, receipt download and settings change is logged with the user and the time. Details, in Polish: security and GDPR.
When you do not need us: if your group's ERP already sends invoices to KSeF through its own add-on, keep using it. If the Polish company issues only a few invoices a month, the Ministry's free KSeF application is enough.
The application is in Polish. Support is by email in English, Polish or Swedish, and we answer the questions your team has in writing.
If it is a company with its seat in Poland, such as a sp. z o.o., yes. KSeF has been mandatory for large taxpayers since 1 February 2026 and for all other VAT payers since 1 April 2026. Only the smallest businesses, with invoices worth up to 10,000 zł a month, have until 1 January 2027. A foreign company is outside the obligation when it has no seat and no fixed establishment in Poland, or when its Polish fixed establishment takes no part in the sale.
No. FakturaFlow does not replace the system that makes your invoices. It takes the invoices that system already produced and handles the part it cannot: FA(3), sending to KSeF and collecting the receipts.
The content can: item names, descriptions and notes can be in English. The structure cannot, because the Ministry of Finance fixes it in the FA(3) schema. That is what we produce.
Fines for invoices issued outside KSeF were due to start on 1 January 2027. On 16 September 2026 the Ministry of Finance announced a plan to move that date to the end of 2027. That is an announcement, not yet law. The obligation to issue invoices in KSeF applies already, whatever happens to the fines.
With a KSeF token. Someone who already has KSeF access for your company, for example a board member or your Polish accountant, generates it once in the Ministry's KSeF application and pastes it into FakturaFlow. The token is stored encrypted and used only on our servers.
A rejection usually concerns one document, not the whole batch. You see the error code and description KSeF returned for that invoice, for example a wrong buyer NIP or a duplicate invoice number. The other invoices in the file go through normally.
No, the application is in Polish. Support is by email, in English, Polish or Swedish, and we can go through the setup with you in writing.
Bulk sending from a file is part of the Professional plan, 319 zł a month plus VAT. The automatic Stripe and Chargebee connection is the Integracja plan, 899 zł a month plus VAT. No plan limits the number of invoices, and every account starts with a 14-day trial.
Not sure your system's export will work? Send us a sample and we will tell you, in English.
Legal status as of 22 September 2026. This page is for information and is not tax advice.