Blog
Share:
The largest companies have less than half a year left to prepare for the mandatory issuance of invoices in the National e-Invoicing System (KSeF). The remaining companies have until April 2026. Although most believe they are ready, in 2024 as many as 82 percent of organizations stated they would be able to meet this task. Practice shows that in reality, they do not even know what to pay attention to. Exorigo-Upos’ experience shows that several difficulties are repeated during implementations. Here are the five most common surprises entrepreneurs can encounter, along with practical tips from Michał Sosnowski, Director of Business Development at Exorigo-Upos, on how to prevent them.
1. Tests that don’t reflect reality
Many entrepreneurs think that since integration works in the environment prepared by KSeF, it works everywhere. The problem is that the previous test version of the Ministry of Finance’s system did not reflect everyday operations: it ran more slowly, had limited bandwidth, and contained errors and inconsistencies. The first open tests of API 2.0 will not start until September 30, 2025, and the taxpayer’s test application in November, leaving very little time for simulations using real data. Given the changes the Ministry of Finance introduced to the specification of the new API published in June, there is a risk that the KSeF 2.0 test environment will not be fully stable or ready for use in real business processes.
For many companies, the sudden shutdown of existing KSeF test environments proved to be a significant challenge. The official announcement appeared on August 29, and as of September 1, the test environment was no longer available. Importantly, its continuity has not been maintained: from 30 September, KSeF 2.0 will be launched, independent of version 1.0. In practice, this means you must reconfigure access, close open documents, or generate new invoices in a test environment.
That’s why it’s worth using tools that let you recreate one-to-one scenarios with production data, including real data, without sending them to KSeF. This is the only way to catch mistakes before they start blocking sales. Well-designed tools are resistant to unforeseen situations. When choosing a system to communicate with KSeF, ensure the manufacturer provides a simulator and allows verification of the solution, even if the test KSeF does not work.
2. Walidacja – nie wszystko, co przyjmie KSeF, zaakceptuje kontrahent
KSeF weryfikuje faktury tylko pod kątem zgodności z formatem, ale nie ocenia merytorycznej poprawności danych (poza słownikami np. stawek VAT, kodów krajów czy kodów walut). To oznacza, że faktura przyjęta przez system może zostać odrzucona przez kontrahenta, np. z powodu błędnego numeru zamówienia lub niezgodnego opisu towaru.
Rozwiązaniem jest wdrożenie dodatkowych, rozszerzonych reguł walidacyjnych działających jeszcze przed wysyłką dokumentu. Takie narzędzia potrafią wykryć błędy w formacie, czy treści w czasie rzeczywistym (np. niespójności w danych czy wady formalno-rachunkowe) i przekazać informację zwrotną od razu do osoby wystawiającej fakturę – co skraca proces i eliminuje źródła opóźnień w płatnościach.
3. Validation – not everything accepted by KSeF will be accepted by the counterpart
In situations such as KSeF unavailability, network issues, or integration errors, a lack of queuing and automatic reshipment can paralyze invoicing and sales. Then every minute of downtime becomes costly.
Contingency procedures can help protect against this: invoices can be issued and handled in corporate systems even when there is no connection to KSeF, and then sent automatically once the connection is restored. However, it should be noted that issuing invoices offline, as provided by the legislator in the event of KSeF failure or unavailability, entails additional formal requirements for taxpayers. Therefore, it is crucial to develop appropriate procedures and tools to manage such situations.
4. Chaos w środowisku rozproszonych systemów
In large organizations, invoices can be issued from various systems: ERP, POS, WMS or industry tools. Without a central mechanism for collecting and sharing documents, there are issues with inconsistent data, duplicates, and an incomplete picture of the situation. Analogous, and sometimes even greater, problems arise when invoices from suppliers are handled in parallel by many different systems.
Companies should look for solutions that collect all invoices in one place, submit them to KSeF consistently, and make them available to all internal and purchasing systems in a unified format. The optimal solution is tools that can automatically recognize the purpose of an invoice downloaded from KSeF and transfer it to the appropriate internal systems (discover the possibilities of the SmartKSeF solution). It should be assumed that, in the future, KSeF will be the sole source of sales documents, eliminating the need to generate additional files or printouts.
5. Ograniczenia systemu i brak procedur obsługi wyjątków
KSeF does not support many elements needed in everyday work: no notifications, e.g., for foreign contractors, no support for binary attachments, and limited invoice search. Companies often learn about it only when they need to complete an unusual transaction.
Therefore, it is worth developing procedures for correcting invoices, duplicates, or international sales today, and choosing tools that will complement the functions of KSeF – so that on the day of the system’s launch, you do not have to act in improvisation mode.
More and more organizations are applying to Exorigo-Upos, having declared their readiness, and, after their first attempts, they see how many areas still need refinement. Most often, the problem is focusing on the “connection” to KSeF itself without considering the broader data architecture, inter-system communication, and emergency scenarios. The sooner entrepreneurs learn about these challenges and implement appropriate solutions, the greater the chance that the obligation to use KSeF will become an opportunity to improve business, rather than a source of paralysis.
