KSeF (Krajowy System e-Faktur — Poland’s National e-Invoice System) is moving from optional to mandatory on a phased timeline by business size. For online sellers that means every invoice is a structured XML document submitted to KSeF, with its own KSeF reference number. Not a PDF, and not something you can produce by hand at marketplace scale.
In Vedron, the KSeF submission runs from the order itself.
What changes under KSeF
Under the old model, an invoice is a document you create and send to the customer. PDF, print, email. Under KSeF, the invoice is only valid once it has been submitted to KSeF as structured XML and assigned a KSeF number by the system. What you hand the customer is a reference to that submitted document, not the document itself.
Miss a required field in the XML schema and the submission fails. The invoice is not considered validly issued until a submission is accepted.
Where this breaks for sellers doing it manually
Three places. Schema drift (KSeF’s XML schema gets updated; an invoice generator that is not kept in sync starts failing submissions). Volume (fine at ten invoices a month, not realistic at marketplace scale). The reference-number round-trip (the KSeF number that comes back from a successful submission needs to make it onto the customer-facing document).
What runs today in Vedron
Vedron generates the structured XML directly from the order data already in the system, submits it to KSeF, and writes the returned KSeF reference number back onto the invoice record. The customer-facing document and the KSeF-submitted document are guaranteed to match.
This runs through the same e-invoicing pipeline as Germany’s XRechnung and other EU structured formats, so cross-border sellers do not need a separate tool per country.
Common questions
Do I need KSeF if I am not a Polish company? If you issue invoices to customers in Poland, KSeF can apply regardless of where your business is registered, depending on the transaction. Check the current rollout dates for your situation.
What happens if a KSeF submission is rejected? It needs to be corrected and resubmitted before it is validly issued. That is the step most easily missed without automated handling.
Does this work alongside marketplace sales? Yes. The same pipeline generates KSeF invoices for direct sales and marketplace orders, since it reads the order record itself.
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