This is how much companies will actually pay for KSeF. Experts have calculated

The introduction of the National e-Invoice System (KSeF) is a legal obligation that, from February 1, 2026, will cover large enterprises with revenue above PLN 200 million in 2024 and all recipients of invoices. The new system is intended to improve document circulation, but for companies it also involves the costs of implementing and maintaining IT solutions. Experts estimate that annual expenses related to KSeF may range from several to even several thousand zlotys, depending on the size of the enterprise and the number of invoices issued.

How much will companies really pay for KSeF?

As the expert notes, the system itself provided and operated by the Ministry of Finance is free of charge. However, the preparation, adaptation of processes and implementation of KSeF in the company involve real costs that are worth estimating in advance.

– Their amount ultimately depends on many factors, including in particular the level of current involvement and investments already made in the digitization of processes implemented in the enterprise, the choice of the KSeF implementation path, solutions, suppliers and the level of complexity of the business itself – says Tomasz Mamos, a digitization expert at Symfonia, in an interview with “Wprost”.

KSeF implementation – the cheapest version

According to experts, the cheapest solution for companies will be to use free tools provided by the Ministry of Finance. The Ministry has prepared two programs that allow you to operate the National e-Invoice System without additional costs.

The first of them is the KSeF Taxpayer Application, which allows you to manually issue, receive and view e-Invoices directly in a web browser or on a mobile device.

The second tool is E-mikrofirma – a simple application intended mainly for micro-entrepreneurs. It enables, among others: issuing domestic invoices, keeping simplified VAT records, sending JPK_VAT files and sending invoices directly to KSeF.

– Both of these solutions are intended for natural persons running a sole proprietorship (JDG), whose obligation to issue structured invoices will become effective from January 1, 2027. These are users who most often issue few invoices and do not have extensive IT systems. Therefore, these solutions do not have the functionalities available in professional accounting programs – explains Tomasz Mamy.

As the expert points out, the system itself and the tools are free, but the training and time spent learning how to use the application cost between PLN 50 and PLN 500.

– The undoubted disadvantage of this solution is the lack of automation of the process, resulting from manual and time-consuming operation – especially when dealing with a large number of documents. This may additionally generate errors, the expert notes.

KSeF implementation – economic version

For companies using popular accounting software, updating the software is a relatively economical option.

– This option offers several price options: updating the program or purchasing the KSeF service module. Subscription/cloud packages cost from PLN 19 per month (e.g. for invoicing only) to PLN 50-150 per month for extended packages for SMEs. However, in the case of stationary licenses, costs can be charged for the number of documents or operations, which allows you to scale expenses depending on the number of invoices processed. The annual expense may range from several hundred to PLN 2,000.

Additional costs include training – from PLN 0 (in the form of free manufacturer webinars) to PLN 500-2,000 for professional courses, e.g. for key employees – enumerates Mams.

KSeF implementation – business class version

The third solution is external support and service.

– In the case of non-standard systems or complicated document flow, a one-time integration or consultation service may be necessary, the cost of which may range from PLN 500 to PLN 3,000 – says Mamy.

As he explains, servicing an accounting office may also be a fixed cost – although ultimately KSeF should bring savings thanks to the automation of many processes, some offices may introduce additional fees for access to invoices in the system or increase service rates.

– The increase in accounting costs may range from PLN 50 to PLN 150 per month, depending on the scale of the company and the package – explains the expert.

KSeF implementation – software replacement

According to experts, the most expensive scenario is software replacement.

– However, in some cases this may be the only sensible or even economically justified solution that allows for the implementation of KSeF, especially when the existing system is no longer supported or does not provide integration with the platform – notes Mamas.

Most often, this applies to older versions of financial, accounting or commercial programs that do not support current security standards, electronic signatures or automatic data exchange.

– Depending on the scale of the company, the total expense may range from several to several thousand zlotys. Larger organizations must take into account costs that exceed these estimates – adds a specialist from Symfonia.

Expert: “The most expensive thing is always to ignore the obligation”

Experts emphasize that the scale of expenses related to the implementation of the mandatory KSeF depends on many factors.

– You should definitely take into account the updating of invoicing and accounting software (in extreme cases – the purchase of a new one), employee training, integration with company systems, and accounting and technical consulting – enumerates Mams.

As he points out, the ongoing digitization of processes carried out in companies will bring tangible benefits in the long run.

– The most expensive thing is always ignoring the obligation and the need for quick, expensive integration at the last minute – sums up the Symfonia expert.