KSeF 2.0 is already working. And whether you feel like it or prefer to pretend it's just a bad dream, invoices want to go on a new track anyway.
That's why we've rounded up the most common questions from the webinar and put them together into a readable Q&A without the official babble. Without “please fill out the form in triplicate”. For this with answers that can be implemented in the company immediately.
Inside you will find the topics that came back most often:
- authorization and powers in KSeF
- sales invoices, corrections and notes
- foreign contractors
- cost invoices and settlements
- deadlines, obligations, failures and disputable situations
If you just want to do invoices as always, just without stress, this article is for you.
Authorization, permissions and login to KSeF
What are the ways to authorize KSeF in Altera (token, trusted profile, qualified signature) and does each employee have to have their own permissions?
In Altera, authorization is a one-time call on your side. After that, the integration runs in the background and does not require the team to log in to KSeF every day.
There are three practical paths available:
- signing the XML file with a qualified signature
- signing an XML file with a Trusted Profile
- token generated in KSeF (will only work next year!)
- grant Altera permissions directly in KSeF
How do I check if the permissions for the application are assigned correctly?
You can check the correct permissions for Alter yourself in KSeF.
In the Manage Permissions tab, you will see:
Does every employee have to have their own rights in KSeF?
- No, if he only works in Altera. It is enough that the integration is authorized by a person with the right permissions (permissions management, usually described as administrator), and you set access to data and functions on the Altera side.
- Yes, if the employee is to act directly in the KSeF himself (e.g. grant permissions, generate tokens, manage certificates). Then he needs permissions in KSeF.
How to get a token to KSeF and where to get it?
The token is generated in the Taxpayer App in the tokens section. There you can:
- generate token
- set the scope of permissions
- invalidate the token if necessary
Important:
- tokens with KSeF 1.0 do not work in KSeF 2.0. Need to generate new ones in KSeF 2.0
- tokens are a transitional solution. Ultimately, the system goes towards certificates
Do certificates taken before the launch of KSeF 2.0 still work and does Altera plan to integrate with certificates if the token is to be extinguished?
Ultimately, KSeF 2.0 switches to a model in which the standard of authentication will be KSeF certificates.
What does this mean in practice:
- tokens are treated as a transitional solution, available until the end of this year
- KSeF certificates have a certain validity. It is worth entering it in the company calendar so as not to lose access “from day to day”
If the question is about solutions prior to KSeF 2.0:
- tokens from KSeF 1.0 do not pass to KSeF 2.0
- permissions and configurations depend on how they were granted. It is safest to adopt the rule: if something was set by the “old methods”, then after the start of KSeF 2.0 you need to verify it in a new tool (Taxpayer Application)
What should I do if there is a problem with the XAdES signature during authorization or KSeF reports an error with the XML file?
Most often, the problem is not the KSeF itself, but the format of the file or the way of signing.
The most common solutions:
- you only have 10 minutes to sign the file; no one writes about it, but you need to hurry a little 🙂
sign exactly the XML file downloaded for authorization. Do not replace it with other formats
- upload the file in a form that the system accepts (XML or the XAdES signature associated with this XML)
- check that you are signing the document in a good context of the company. If the signature is associated with a different identifier (e.g. a different NIP or PESEL), the appropriate permissions must be granted beforehand
- if the signature tool generates a file that the system does not accept, try signing the same XML with another signature application. Different tools can generate different signature variants
What to do when logging in to KSeF through a trusted profile throws an error?
The Trusted profile can be overloaded or can “run away” on redirects. Then it is worth acting two-track.
Quick checklist:
- check if the signed document is no longer expired - to sign the file You only have 10 minutes!
— try again after a few minutes
- start incognito mode or another browser
- clear cookies for login gateway
- if you need to do it immediately, use the alternative: XML signature or token
How long does it take to process the ZAW-FA application and is there a deadline for this on the KSeF side?
ZAW-FA is not processed “in KSeF”, only on the side of the office. Therefore, it may happen that the request is already sent, but the permissions have not yet been entered and the integration does not start.
What is worth knowing:
- processing time varies depending on the office
- there is no one, certain SLA. It is safest not to leave ZAW-FA for the last minute
- if the application is submitted electronically, it is necessary to ensure the correct signature and representation, as this is a frequent reason for delays
Sales invoices: issuing, adjustments, notes
Is it possible to edit an invoice after it is issued, but before it is sent to KSeF?
Yes, but only until the moment when the invoice is still “working” and has not been sent to the KSeF /sent to the counterparty/collected
How it looks in practice:
- If the invoice is saved as a sketch, you can correct it like a normal document
- If the invoice is “Issued” but not sent to KSeF, you can edit it as long as you do not download it or forward it to the recipient. In this situation, the status of the invoice changes to “Sent” and we do not allow further editing. This is due to the fact that the data recorded on the invoice is digitally signed in the QR code contained on it and exactly the same information must be sent to KSeF.
- If the invoice has already been sent to KSeF, it cannot be “edited”. KSeF treats it as a filed and registered document
What to do if you notice an error after sending:
- you do not correct this invoice
- make a correction or issue a new invoice according to the situation
Will it be possible to issue a correction to the invoice and will the correction also be automatically sent to KSeF?
Yes. Adjustments are a normal part of the invoice flow and work in the same way as the original invoices in the KSeF model. That is: the correction is a separate document and also goes to the KSeF.
The most important rules:
- the correction does not “reverse” the original invoice. She corrects it as a separate document
- the correction may relate to value (price, quantity, VAT rate), data or other elements, depending on the reason for the correction
- after sending the correction to KSeF, the counterparty has it in the same system as the original invoice
How does the correction note work in KSeF 2.0 and what can be “fixed” with it?
The concept of “Correction Note” ceases to operate in the context of the KSeF. It is still possible to send information about small formal errors to the seller, but on his part it will be necessary to issue a corrective invoice.
Important changes:
1. Liquidation of buyer's notes: The buyer can no longer issue a correction note on his own to correct errors (e.g. in the VAT number, name, address) on the structured invoice.
2. Correction by the seller: Any formal (buyer data) and substantive (amounts, rates) corrections must be made by the seller through a corrective invoice.
3. No correction notes in KSeF: The document called “correction note” does not function within the KSeF system as a structured document with which the buyer can correct the seller's invoice.
4. Procedure: If there is an error on the invoice in KSeF, the buyer must contact the seller, and the seller issues a corrective invoice in KSeF, which automatically corrects the original data.
Is it still possible to issue so-called personal invoices without TIN for individuals (e.g. confirmation for a parent)?
Yes, it is still possible to issue an invoice for individuals who do not conduct business, also without a TIN, when it is a standard B2C sale.
In practice:
- for a natural person you enter personal data, without TIN
- if the customer wants an invoice, it can be issued normally
An important exception:
- if the sale relates to a business activity, and the buyer should be identified as a business, then the TIN is relevant and the absence of the TIN may indicate an error in the documentation
Foreign counterparties
How is the handling of invoices for abroad: do they have to go through KSeF and is the “visualization” still sent by e-mail?
If you issue an invoice in accordance with Polish regulations and the invoice is subject to tax liability in Poland, you issue it in KSeF also if the buyer is foreign.
The difference is in the delivery, because the foreign counterparty usually does not receive the invoice in KSeF. In such cases, the parties determine how to transfer the invoice, most often:
- PDF file as invoice visualization
- printout
- another agreed method of transmitting the content of the invoice
An important clarification that saves drama later:
- PDF or print is a visualization, not a “second invoice”
- the invoice is “in circulation” when it receives a KSeF number
- it is best to send the visualization only after assigning the KSeF number, so that the “pre-registration” versions do not circulate around the world
If a foreign counterparty has a Polish TIN (because it is registered in Poland) and has access to KSeF, then it can act as a domestic buyer and receive an invoice in the system. In practice, however, most often it ends up with a PDF as a visualization anyway.
What if a foreign client has its own invoicing system: is it necessary to issue a parallel invoice in KSeF and what if the documents will differ?
It is not worth it and usually should not issue a “parallel” second invoice that pretends to be a VAT invoice, has other numbers or other data. In the KSeF model, the source of truth is the invoice structured in KSeF.
What to do if the client needs something “for his system”:
- send him a PDF visualization of the invoice with the number KSeF
- if he needs data for import, send it to him as a set of information (e.g. in an email or file), but as auxiliary data, not as a “second invoice”
- enter fields on the invoice to facilitate matching on its side, e.g. order number, contract number, reference (so that it can pair the document with its own system)
What if the documents will differ:
- this is asking for a dispute, because accounting sees one thing on one side and the other on the other
- the best rule is: one VAT invoice, one data set, consistency 1:1
- if the customer necessarily wants his “invoice number”, let it be his internal number and not the invoice number that competes with your number and KSeF number
Cost invoices and settlements in Altera
Do cost invoices still have to be added manually, will they be automatically drawn from KSeF and where to find them in the app?
If a supplier issues an invoice in KSeF for your company, such an invoice can be automatically drawn to Altera when the integration is activated. Then you see it in the Costs module along with the rest of the documents.
Manually adding further makes sense in two situations:
- when the supplier has not yet exhibited in the KSeF and sends a PDF or paper
- when the document is not an invoice from KSeF, but is still to go into circulation and accounting
In Altera, this can be understood in one place and the document source can be distinguished by type or fields, e.g. the presence of the KSeF identifier.
How to verify cost invoices taken from KSeF and how to reject an erroneous or “suspicious” invoice: will the seller get a feedback message?
The main thing: just because the invoice went to the KSeF does not mean that it needs to be posted. First there is verification on your side.
Practical verification checklist:
- check the seller, TIN and compliance with the counterparty,
- compare the amounts and scope of the service with the order or contract,
- verify the due date and account number, if it is visible on the document,
- if something does not play, mark the document as for clarification and add a comment for your team.
Rejection in Altera acts as a decision in your circulation, that is, you block posting or payment, add a reason and put the matter in order internally.
Will the seller get an automatic feedback message:
- no. KSeF does not act as a box with confirmation of acceptance by the buyer
- if the invoice is incorrect, you need to contact the seller and ask for a correction, possibly go through the standard complaint path
What do the “Entity 1", “Entity 2" and “Entity 3" fields mean for purchase invoices if you see the same invoices?
This is the distinction between roles in the transaction:
- Entity 1 is the entity that issues the invoice, that is, the seller
- Entity 2 is the entity to which the invoice has been issued, that is, the recipient or buyer
- Entity 3 is the paying entity, that is, the payer
In a standard situation, Entity 1 and Entity 2 are filled in. Entity 3 is needed in scenarios such as the recipient is the school and the payer is the city or other entity.
If you see duplicates, most often this is due to the fact that there are two sides in the data and the system shows them in two shots. Then it is worth filtering by role, that is, by whether you look at the document as a recipient or as a payer.
When is the cost invoice from KSeF considered accepted and goes into accounting?
There are two levels here:
- The invoice is delivered when it appears in KSeF.
- The invoice goes into accounting only when it is accepted in your circulation.
In practice, it works like this:
- The document falls into the cost as new.
- Someone in the company verifies it.
- Document gets accepted and status ready for posting or payment
- Only then do you transfer it to accounting or integration, depending on the process in the company.
What does the transition period look like when some suppliers send invoices by e-mail and part by KSeF?
During the transition period, naturally, two streams will work at once:
- Invoices from KSeF will come in automatically.
- Invoices from outside the KSeF will be added as standard, i.e. by adding a new cost or by a dedicated e-mail box.
The simplest rule of order:
- Everything that is in KSeF, you leave as a source of KSeF.
- Everything that is not in KSeF, you add to Altera as a document from an email or scan.
- Accounting gets a complete set from one place, and you have one view of liabilities.
If I issue sales invoices in an external system (e.g. iCompany) and send them to KSeF, will Altera collect them from KSeF for billing or do I have to add them manually?
If sales invoices go to KSeF, then they can be downloaded from KSeF to a system that has active integration and proper permissions. This means that there is no point in rewriting them manually just to have them in your billing.
In practice, two conditions are important:
- integration with KSeF is active and works in the right context of the company
- in Altera you have the document download range enabled, which also includes sales invoices
If the goal is exclusively to exhibit in an external system, and not to work for sales in Alter, then you can stay with an external tool. If you want to have a complete picture of your billing in one place, then downloading from KSeF is the natural choice.
If I have my own automations for exporting invoices to KSeF, does Altera then automatically import them from KSeF for billing?
Yes, the logic is the same as above. If a document is in KSeF and Altera has access to and downloads a particular type of document, it can enlist it for billing without adding it manually.
The bottom line is that Altera doesn't have to be a tool that sends an invoice to KSeF to be able to download it later. The key is that the invoice is in KSeF and that the integration has the right to read it.
Deadlines and obligations (KSeF in practice)
Do all companies have to use KSeF, what does it depend on and what does the entry of the obligation look like over time?
The duty of KSeF comes in stages and depends mainly on when your company “falls” into the schedule.
How it looks over time:
- From February 1, 2026, the obligation to issue invoices in KSeF applies to the largest companies, i.e. those that in 2024 had sales of more than PLN 200 million (VAT included)
- From April 1, 2026, the obligation covers most other companies
- In addition, there is a transition period for the smallest, in practice it is about very small values of sales invoiced outside the KSeF (less than 10 thousand. PLN per month) - such people will join KSeF in 2027.
Important clarification:
- Even if you are not yet obliged to issue, you can already receive invoices from counterparties who have to issue them in KSeF since February. That is, receipt and access to invoices begins to matter earlier than “your start date”.
Is it possible not to integrate KSeF with Altera until April 1 and work as before?
It depends on whether your company is covered by the obligation from February 1.
If the duty applies to you from February 1:
- No. B2B sales must go through KSeF, so you need to have a working process from the start.
If the duty applies to you from April 1:
- Yes, until April 1, you can act as before, but with one “but”:
- You can already receive purchase invoices in KSeF from large suppliers at this time. In practice, it is worth having access to the receipt of documents earlier, even if you are not yet issuing in KSeF.
The simplest rule:
- The lack of integration with Altera does not legally block you, because KSeF can be handled in another way
- Integration with Altera is designed to take the daily clicking and guarding of documents out of your head, especially after the entry of duty
Will KSeF have a deadline for issuing invoices “backwards”, i.e. until the previous month?
In KSeF there is an important change in thinking about “backwards”.
What is crucial:
- In the standard mode, an invoice cannot be “reissued” in the sense of reversing the date of issue. The date of issue is linked to the moment of sending and accepting the invoice by KSeF
- On the other hand, you can normally document sales from the previous month through the date of sale, for example sales on 31.12 and invoice issued on 15.01. This is still the correct scenario if you fall within the deadlines resulting from VAT regulations
Is there a deadline:
- Yes, but this is not the “KSeF deadline for reversing”, only the standard deadlines for issuing an invoice in the regulations, for example, until the 15th of the next month for typical transactions
- In addition, there are deadlines for sending invoices if you issue them in offline or emergency modes. There are specific time windows here, so it is impossible to keep invoices in a drawer for weeks and “throw them in later”.
What about receipts with TIN up to PLN 450: do they also go to the KSeF?
A receipt with TIN up to PLN 450 is a simplified invoice, but in 2026 there is an important practical exclusion.
In a nutshell:
- In 2026, receipts with TIN up to PLN 450 are treated as documents “outside the KSeF”, i.e. there is no obligation to submit them to the KSeF like standard structured invoices
- Ultimately, this model is to be extinguished. After the transition period, the approach is to change and sales from the cash register will have to be organized in the KSeF model, instead of relying on simplified invoices from receipts
In practice, in the company it is worth establishing one rule:
- Or you go with receipts with TIN up to PLN 450 where it makes sense
- Or you immediately switch to issuing normal invoices in KSeF, so as not to mix the two worlds
How is it in accounting and regulation when the sales date is, for example, 31.12 and the issue date is 15.01: which month does it fall into?
It depends on what “month” you ask, because VAT and accounting look at it a little differently.
The simplest:
- The date of sale 31.12 means that economically the event is December
- The invoice issued on 15.01 is still valid if it falls within the deadlines for issuing the invoice
In accounting practice:
- VAT is generally related to the moment of delivery or performance of the service, i.e. from 31.12, and not to the date of issue 15.01
- In accounting terms, sales revenue is usually attributed to the period in which the sale occurred, that is, until December; but of course there are exclusions and rules for this too 🙂
- The systems show it as a combination: December sale date, January issue date. This is normal and can be accounted for without gymnastics, as long as you do not try to “roll back” the date of issue when sent to KSeF
Language and appearance of invoices
Is it possible to issue invoices in English in the app?
Yes. The main thing is that the invoice in KSeF is a structured document, that is, a set of data. This data may include descriptions of items in English, service names in English and additional information in English if you so arrange with the contractor.
In practice, three levels operate:
- data required by the regulations, i.e. fields of the NIP type, address, amounts, VAT rates. They are “systemic” and must be filled correctly
- commercial descriptions, that is, the names of services, description of the scope, comments. You can have it in English
- visualization of the invoice, i.e. PDF or preview. This element can be prepared in English and sent to contractors as a readable document for circulation
The simplest rule:
- KSeF keeps an eye on the data structure
- the language of commercial descriptions you agree with the customer
Does KSeF mean the end of your own templates and “nice textures” (colors, graphic elements) and do you only see the data?
KSeF does not end the “nice invoices”, but it changes where the real invoice is.
In KSeF, the invoice is saved as data, so:
- your graphic template is not there
- there is no “nice PDF” as invoice. There is a structure and invoice identifier
This does not mean that you need to send customers a raw table.
In practice, it is done like this:
- the invoice is issued and registered in KSeF
- the client gets a visualization from you, that is, a PDF or a preview, which may look like your previous invoices. Can have logo, colors, layout, additional fields of type order number
So in a nutshell:
- in KSeF there is “invoice content” as data
- to people you can still send a “nice view” of this content
An important habit:
- it is best to send the visualization only after assigning the KSeF number, so that the counterparty can be sure that the document is already in the system and has the status of the invoice.
Other questions about KSEF
What in the event of a KSeF failure: if the invoice does not pass, is the retry of shipment automatic or does it need to be watched?
In the event of a breakdown, there are two scenarios and it is worth distinguishing them, because they give completely different actions.
Problem on the KSeF side or temporary unavailability
- the invoice may not get the KSeF number right away
- then it is crucial whether the document has the status of “sent” or “received”
- until there is confirmation of acceptance and KSeF number, the invoice is formally not in KSeF and should not normally be sent further in the form of a visualization
- if there is a failure in KSeF we can use offline modes and send an invoice to the counterparty, which will contain two QR codes - one responsible for the data on the invoice, the other for confirmation that on a given moment the person issuing the invoice was authorized to do so in the KSeF
Issue on invoice data side
- la fattura è rejettata come una errore nella struttura, campo o validazione
- then re-shipment without improvement will not give anything. You need to correct the data and send it again
Is the retry automatic?
- se vi parlare di non disponibile temporaneo, il standard di integrazioni è la riferimento o la capacità di aggiornamento con un clic. The main thing is not to make duplicates.
- if we are talking about a data error, it makes no sense to automatically send the same. Here you need a correction of the data and only then the shipment.
The simplest rule for the company:
- always look at the status and confirmation of admission. The issue of xEF closes the topic. Nebûna hejmarek tê vê wateyê ku hûn hewce ne ku wê piştrast bikin.
What to do if the counterparty does not accept or confirm the invoice in KSeF (e.g. dispute), despite the provisions in the invoice agreement without acceptance?
KSeF does not act as an “invoice acceptance system”. There is no mechanism where the counterparty clicks “I accept” or “I do not accept” for the invoice to be valid.
In practice:
- se l'fatto a KSeF a un numero di KSeF e ha un numero di KSeF, quindi è uscita
- le contenuto del processo, non si l'fatto di conta contrari, non si l'fatto “entrata a KSeF”
What to do in a dispute:
- a a a
- se le disputant le scope ou quantità, ce sera résolution par une correcció ou d'autres documents agreementés
- si la counterparty dice che ha “non ricevuto un fatto”, quindi il numero KSeF e visualizzazione soluzionato il tema obviamente
Important practice:
- sendt en visualisatie met de KSeF nummer en de acceptance-datum. This facilitates conversations, because there is no discussion of whether the document exists in KSeF.
If a supplier issues a paper invoice because he does not use KSeF, then what to do about it: do I need to send it to KSeF and how to enter it in Alter?
If a supplier has not issued an invoice to KSeF, then as a buyer you will not “upload it to KSeF” for him. KSeF is a system for issuing and assigning an invoice number by the issuer.
What you do in practice:
- se tratta un documento come un fatto ordinaria all'interno del KSeF
- you add it to Altera as a cost manually, from a PDF, scan or photo
- in the description you indicate that it is a document outside the KSeF, so that the accounting department does not look for the KSeF number
Grazie per questo:
- you have a complete picture of costs in one place
- ne vous ne vous la circulation, porque KSeF n'est pas ce compte en tant que les issuers sont pas
Will it be possible to attach an attachment when sending an invoice to KSeF?
In KSeF, an invoice is a set of data, so the classic “invoice attachments” work differently than in PDFs sent by email.
In practice:
- if you want to transfer the contract, receipt protocol, timesheet or other documents, then do not assume that the counterparty will automatically see it in KSeF
- (mail, link, client panel), a
If your processes require work on attachments, it is safest to adopt the rule:
- invoice in KSeF
- attachés dans votre circulation, attachés à un document dans le système où vous gestion des kosten et de vente
Resumen
KSeF 2.0 has one superpower. Heke yek ji pêvajoyê birêve bibe, dibe ku di pargîdaniyê de kaosê çêbike. Et le peut faire la paix du mente si le processus est arrangée.
If, after reading, you have a thought in your head: “Okay, I know what to do, but I prefer someone to tell me this once, okay,” then that's exactly what Altera is for. You're working. Altera includes KSeF, statuses, documents and order in circulation.
Et si vous avez une cas extraordinaires, une industrie avec excepcions, à un plus d'adjustement ou que vous avez pas de faire sans risque, scribe nous. It is better to ask a question early than to unscrew five bills too late.
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