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How does a sole proprietor obtain access to KSeF?

An individual conducting business activity gains access to KSeF automatically upon having a NIP — this applies both to active VAT payers and to those benefiting from tax exemption. The system assigns owner rights to such a person, so there is no need to submit any applications or notifications to use KSeF as an account owner.

The first login is performed using one of the available authentication methods: Profil Zaufany, e-Dowód with a reader, a qualified electronic signature, or a KSeF type 1 certificate. After successful authentication, the entrepreneur gains access to their profile in KSeF and can issue electronic invoices, view received documents, and manage permissions.

If invoices in the company are issued by an accountant or an employee of an accounting firm, the owner can assign permissions to them directly in the KSeF panel after logging in. Alternatively, if it is more convenient, the first authorized person can be designated by submitting the paper form ZAW-FA to the tax office. Such a person can then extend access to other users. For integration with invoicing software, an API token can be generated or a KSeF certificate can be used in accordance with the software provider's instructions.

In cases where the entrepreneur does not have internet access or does not work with a computer, a practical solution is to grant a standing authorization to an accounting firm to issue invoices on their behalf. In emergency situations, the offline mode can be used and the invoice can be sent to KSeF no later than the next business day. When providing an invoice outside the system, the rules for using QR codes apply in accordance with KSeF requirements.

What is KSeF?

How to use KSeF?

What is an e-Invoice (e-Faktura)?

From when do invoices have to be issued in KSeF?

How can sole proprietors who don’t have internet access and don’t use a computer issue invoices?

Do invoices from foreign suppliers have to be reported in KSeF?

What is offline24 mode?

What is the difference between online and offline mode? What is the KSeF certificate for?

Do invoices for consumers (B2C) have to be issued in KSeF?

How to issue an invoice for a customer outside the EU?

By when must an invoice be submitted to KSeF?

Do I have to send an online invoice on the same day I issue it?

What does the system check before assigning a KSeF number?

What if I send an online invoice on 1 February but receive the KSeF number only on 2 February?

What if an invoice contains calculation errors, e.g., the total amount due is incorrect?

Will it be possible to edit an issued invoice if an error is found?

What invoice issuance modes will be available in KSeF 2.0?

What is a QR code and what is it used for?

How does a sole proprietor obtain access to KSeF?

How is the initial authorization assigned in KSeF for a taxpayer that is not a natural person?

How to submit the ZAW-FA application?

How to grant KSeF authorization for an accounting company?

How to create a KSeF certificate?

How to create a KSeF token?