The Ministry of Finance is scheduled to start testing the new KSeF API, a system closely related to tax regulations, in June 2025 (functional/limited tests) and September 2025 (comprehensive tests). This is aimed at ensuring compliance of taxpayers’ systems with the law and efficiency in the e-invoicing process, which is crucial for the proper circulation of financial documents in Poland.
Preparing the company for the MF tests is worth preparing to ensure a smooth implementation of e-invoicing, a key process in enterprises. Readiness for June 2025 allows IT systems to be adapted to the requirements of the KSeF in advance, which minimises the risk of errors and delays in the invoicing process. In addition, participation in tests allows for the early detection of problems, which can contribute to operational efficiency and compliance with legal regulations. So, what should you do to prepare for these tests?
1. Verify what processes are affected by the KSeF.
The verification should cover the existing procedures for issuing sales invoices and downloading purchase invoices from the KSeF. Perhaps implementing the KSeF will result in situations that do not occur now, e.g. suppliers of goods invoices send invoices to a specific e-mail box,[ and after the implementation of the KSeF, all invoices will be “in one bag”.
2. Check if the company’s IT systems are ready to integrate with the KSeF API.
The current IT system should be analyzed in terms of the KSeF API requirements. Identifying areas that need to be modified or updated to ensure compliance with the new standards is worth identifying. If in doubt, contact your software vendor or specialised companies.
3. Confirm that you have access to the KSeF environment.
Designate the persons responsible for the KSeF. Check if you have the required authorization tools, such as a qualified signature or a trusted profile. Authorize yourself in the KSeF system.
4. Determine what functionalities of the KSeF API you need to test.
Identify key operations for your business, such as invoicing, receiving confirmations, and checking the status of e-invoices. Prepare test scenarios for each of these features. Perform tests on a test or pre-production environment (remember that the test KSeF is public, and anyone can see your test invoices, so use fictitious data).
5. Make sure your employees are adequately trained.
Organise training for the IT team on the KSeF API and its technical specifications. To ensure a seamless e-invoicing experience, all employees involved in the invoicing and invoice workflow process should be familiar with the new processes. You can also use the educational materials available on the KSeF website.
6. Analyze the security measures you need to protect your data.
Conduct a security audit of your system to ensure you use appropriate data encryption methods and authentication mechanisms that comply with KSeF requirements.
7. Develop a plan for testing and troubleshooting.
Develop a detailed testing plan that includes a test schedule, team role assignment, and procedures for reporting and troubleshooting when bugs occur.
8. Prepare all documents and information before starting testing.
Prepare all necessary documents, such as API technical specifications, user manuals, and other support materials you may need during testing.
9. Learn about and plan activities related to the dates of tests and implementation of the KSeF.
Read the test schedule and the system’s mandatory implementation date (February 1, 2026, for large enterprises and April 1, 2026, for other companies). Set internal deadlines to allow sufficient time for preparation, testing, and possible revisions.
Preparing for KSeF API tests requires diligence and a well-thought-out strategy. By answering the above questions and taking the appropriate steps, you can increase your chances of successfully implementing e-invoicing.
Are you curious how the largest retailers, for whom the e-invoicing process is crucial for efficient operations, prepare for the KSeF?
Auchan implements SmartKSeF to communicate with KSeF
There is less and less time left to implement mandatory e-invoicing for companies. If you are wondering whether your company is well prepared for the upcoming challenges related to e-invoicing and meets all regulatory requirements, do not wait – check your readiness for KSeF with our experts. We have SmartKSeF in our portfolio. It is a secure, cloud-based solution trusted by Empik and Auchan, m.in. It enables seamless communication with the KSeF and the processing of e-Invoices.
If your company:
- The number of documents is counted in thousands
- There are many sources of issued documents
- For various reasons, the systems used for this purpose cannot be modified for the current form of communication with the KSeF and future changes
Time is running out – use it wisely! Talk to us about support.