For companies operating subsidiaries in Poland and partners managing global SAP Business One rollouts, the introduction of the National e-Invoicing System (KSeF) represents a significant shift in financial compliance. Understanding these requirements is crucial for maintaining operational continuity. CompuTec KSeF offers a robust solution that integrates seamlessly with SAP Business One, ensuring that your local operations meet all legal standards without disrupting global workflows. The system will be implemented in stages according to the schedule of the Ministry of Finance:

• From February 1, 2026 – obligation to use KSeF will apply for large enterprises,
• From April 1, 2026 – obligation will apply for other taxpayers.

The New Reality of mandatory E-Invoicing in Poland

The KSeF system requires all Polish taxpayers to issue and receive “structured invoices” in a specific XML format via a central government platform. A critical challenge for international businesses is the irreversibility of the process: once an invoice is successfully sent to the government portal, it cannot be edited or deleted; any mistakes require a formal memo. Furthermore, as of 2025, specific tax reporting (JPK_VAT) requires the inclusion of official KSeF reference numbers. With CompuTec KSeF you can avoid situation with sending wrong information provided on invoice. Our solution allows you to plan invoice sending what give the ability to check and make changes before they will be send.

 

CompuTec KSeF: a safety net for your billing process

To mitigate the risks of the “no-edit” rule, CompuTec KSeF introduces a two-stage communication process:

1. Instant XML generation: As soon as a Sale, Down Payment, or Credit Memo is added in SAP Business One, the system generates the required XML file.
2. Flexible scheduling: Instead of immediate transmission, you can schedule the final send-off (e.g., once an hour or at the end of the day). This provides a vital “grace period” to cancel or correct a document before it becomes a permanent legal record in the government system.

 

Key benefits for International stakeholders

• Manufacturing and warehouse integration: Unlike more basic tools, CompuTec KSeF works with advanced modules like CompuTec ProcessForce and WMS, allowing production and logistics data to flow directly into your tax-compliant invoices.
• No forced upgrades: While native SAP solutions often require the very latest version (which can be a hurdle for global companies on specific release cycles), CompuTec KSeF has backward compatibility with SAP Business One 10 (FP 2408 and later) on both Microsoft SQL Server and SAP HANA.
• Total data flexibility: International businesses often have unique requirements for additional info (e.g., specific catalogue numbers or customer notes). Using SQL queries, your IT team can easily customize which data fields are mapped to the XML, ensuring compliance with both local laws and global corporate standards.
• Handling purchase invoices: The system includes a monitoring buffer for incoming invoices. This allows your accounting team to verify and approve foreign or local supplier invoices before they are officially recorded in SAP, preventing the automated entry of fraudulent or incorrect documents.

This is particularly important given the possibility of invoices coming from an external source with which the company may not even have had any contact. Anyone with a company tax identification number can issue a sales invoice that will be sent to the buffer. We would like to draw your attention to such situations, which may pose potential risks, especially in the initial phase of the system’s implementation by the state.

Business continuity: The Offline Mode

Reliability is a major concern for operations. If the government servers are down, CompuTec KSeF automatically generates offline QR codes and authorization certificates. This allows you to legally issue invoices to your customers immediately; the system will then automatically synchronize with the KSeF portal once the service is restored. 

 

Summary – simplifying compliance 

CompuTec KSeF transforms a complex legal requirement into an automated background process. By integrating sales, purchases, and banking (where KSeF numbers are automatically added to transfer files), it ensures that international companies can focus on their core business while remaining fully compliant with the Polish tax office.

If you want to avoid downtime and stay up to date, contact us by email at sales@computec.pl, by phone, or using the form on our website to agree on the best offer for your business.