As published, KSeF (Krajowy System e-Faktur) is Poland's national clearance platform for mandatory business-to-business e-invoicing. Businesses with 2024 turnover above PLN 200 million must issue structured e-invoices through KSeF from 1 February 2026, mandatory issuance extends to most other VAT-registered businesses from 1 April 2026, and micro-entrepreneurs with low monthly turnover follow from 1 January 2027. Every invoice issued through KSeF from 1 February 2026 must follow the FA(3) structured XML schema, Poland's national format designed toward the EN 16931 e-invoicing standard (as published — confirm current requirements with your adviser).
LATYNEX Digital builds the workflow around the invoice data your KSeF integration or e-invoicing provider needs. This page covers it for Warsaw businesses. The general service is at Workflow Automation & Systems Integration, and the market overview is at LATYNEX Digital for businesses in Warsaw. Delivery is in English, and this page names no client.
Typical industries
- Small and mid-sized retailers and service businesses
- Wholesalers and distributors invoicing in bulk
- Manufacturers billing domestic B2B customers
- Finance and back-office teams preparing invoice data
- Businesses approaching the April 2026 mandatory-issuance date
Common lead-handling problems
- Sales recorded in a spreadsheet or ERP export, then re-keyed for invoicing
- Invoice fields split across several tools with no single source
- No record of which invoices a KSeF submission rejected, or why
- A missing FA(3) field found only when an e-invoicing provider rejects a batch
- No internal owner for the shift from paper or PDF invoices to structured XML
Direct answer
If your Warsaw business issues B2B invoices that will need to reach KSeF, LATYNEX can build a workflow that turns your existing sales or billing records into one clean invoice data set, checks it against the FA(3) fields your certified KSeF integration or e-invoicing provider expects, and gives every rejected or exception invoice an owner before it is resubmitted.
Why the global page and the Warsaw hub are not enough
The global Workflow Automation & Systems Integration page has no national e-invoicing schema to design against, and the Warsaw hub is broad discovery for the market. Here the design point is that KSeF is a clearance platform with a phased mandatory date by business size, so the invoice data has to be structured to FA(3) before the deadline that applies to your turnover, not reconstructed after a rejection.
What we configure and build
The work sits before your certified KSeF integration or e-invoicing provider, not in place of it.
- An invoice data workflow pulling from your existing sales, billing or ERP records
- Field checks against the FA(3) structure your integrator or e-invoicing provider confirms
- A queue for rejected or exception invoices, with an owner and a status
- Separate handling for the phased turnover thresholds, if your group spans more than one entity
- A log of what was prepared, when, and the outcome, plus a written handover
What stays with you and your KSeF integrator or accountant
Connecting to KSeF, issuing the structured invoice, and any dealings with the Ministry of Finance stay with your accountant, e-invoicing provider or certified integration. Whether a given invoice meets KSeF's current requirements is for you and your adviser; we prepare and check the underlying data, we do not submit it to KSeF.
What needs API support or custom scope
LATYNEX claims no KSeF integration, no Ministry of Finance accreditation, and no invoice-clearance capability. Any connection to your KSeF-certified provider, ERP or accounting system is scoped per project through the documented API or export format if access is permitted, after technical review.
What we do not do, and where LATYNEX is not the right fit
LATYNEX does not give tax or legal advice, does not connect directly to KSeF, does not say an invoice is compliant, and holds no Polish tax-authority accreditation. It has no Warsaw office or named clients, and delivery is in English only. If you already run an ERP with a working KSeF connector, this page is not for you.
How delivery actually works
LATYNEX Digital has no office in Warsaw and does not claim one. We work with Warsaw businesses remotely, over video calls and written updates, in English, with the same team and process as in every other market.
Questions
Do you have an office in Warsaw?+
No. We work with businesses in Warsaw remotely, over video calls and written updates, in English, and we do not imply a local presence.
Do you connect to KSeF or submit invoices for us?+
No. Connecting to KSeF and submitting the structured invoice stay with your accountant, e-invoicing provider or certified integration. We prepare and check the invoice data beforehand.
When does KSeF become mandatory for our business?+
As published, large taxpayers (2024 turnover above PLN 200 million) are covered from 1 February 2026, most other VAT-registered businesses from 1 April 2026, and micro-entrepreneurs from 1 January 2027. Confirm which date applies to you with your adviser.
What format does KSeF require?+
As published, invoices issued through KSeF from 1 February 2026 must follow the FA(3) structured XML schema, Poland's national format designed toward the EN 16931 e-invoicing standard.
Does this make our invoicing compliant?+
No. We give no tax or legal advice and cannot say your invoicing meets requirements. Confirm current requirements with your adviser; we build to the data set they and your KSeF provider specify.
How are you invoiced, and in what currency?+
In EUR, by Latynex Trade OÜ, a company registered in Estonia (EU). Tax treatment for a client in Poland is confirmed on the quote, and we do not give tax advice.
What happens next
- 01
We map the process and the tools
Where the work starts, what is done by hand, which systems are involved.
- 02
We pick the simplest reliable route
A platform, a workflow or a little custom code — whichever is simplest and safest for this outcome.
- 03
Scope and price in writing
One scope and one price for you to approve. Nothing starts before you agree.
- 04
We build it with failure handling
Retries, duplicate protection and a named person told when something breaks, in accounts you own.
- 05
Test, monitor, hand over
We check it against real cases, agree who watches it, and document how it works and what to do when it fails.
Who you would be working with
- Company · Who you would be working with
- LATYNEX Digital is a service line of Latynex Trade OÜ, a company registered in Estonia (EU). Contact: info@latynexdigital.com.
- How we work · Delivery
- Remote, in English, with the person who would run the project. No local office is implied in any market.
- How we work · Commercial terms
- One scope and one price, agreed in writing before work starts. Your accounts, code and domain stay yours; any access we use is granted by you and can be withdrawn.
There are no client case studies on this page, and none are implied. What LATYNEX has built and runs itself is on the portfolio, each system labelled by stage. Published prices are on the pricing page; anything not listed there is scoped and quoted after review.