Data security in KSeF – is there anything to fear?

The introduction of the National e-Invoicing System has been one of the most significant changes to Polish business turnover in recent years. It raises many questions, not only about process logistics, but above all about information security. As Exorigo-Upos, we have supported the largest companies in their digital transformation for years, which is why cybersecurity is a priority for us.

Below is a commentary by Michał Sosnowski, Business Development Director at Exorigo-Upos, who sheds light on key aspects of data protection in the new system.

In today’s reality, corporate cybersecurity issues are an absolute priority. Protecting sensitive data, both corporate and customer, is integral to this area. During client conversations, questions often arose about security and the potential anonymization of data in the context of KSeF. It is therefore worth emphasizing that certain information simply cannot be hidden, because it is the basis of the invoice, such as the details of contractors, the date or the value of the transaction. However, this is nothing new for entrepreneurs – this information has been reported in SAF-T files for years.

The Ministry of Finance clearly indicates:

“It is not recommended to send an XML file to KSeF containing only the basic data required by law, while indicating all additional data only on the visualization.”

Theoretically, it would be possible to transfer only the VAT footer (aggregate values at the applicable rates) to the KSeF and provide the transaction details to the buyer through an independent channel. In practice, however, this would require creating separate standards and complicate process automation. The uniform format and irrefutable data are the key business benefits of KSeF.

It should be noted that e-invoices are not the only central system that collects critical and sensitive information, so the topic of cybersecurity did not appear with KSeF, and it has been a fundamental element of the state’s infrastructure for years. What is new, however, are aspects of the invoice workflow that have so far been marginal or non-existent and may gain greater scale and importance within the central system.

At Exorigo-Upos, we know that understanding the fundamentals of KSeF is the first step to a safe and effective implementation. Our experience building advanced IT systems enabled us to create SmartKSeF – a proprietary solution that not only automates e-invoice processing but also ensures its secure handling. Thanks to SmartKSeF, e-invoice is no longer just an obligation, but becomes the foundation of a modern and secure financial ecosystem in the company.

Want to talk about how to prepare your business for the changes ahead? Contact our team of experts.