How to Receive an Invoice in KSeF — Guide for JDG 2026

From April 1, 2026, invoices from Polish suppliers no longer arrive by email or post — they come automatically to your inbox in KSeF (the e-invoicing system). This guide shows you how to receive them.

How Does an Invoice Reach KSeF?

When your supplier issues an invoice in KSeF, the system automatically routes it to the recipient's inbox (based on NIP). You don't need to do anything — the invoice is waiting for pickup.

Step 1: Log In to KSeF

Go to ksef.mf.gov.pl and log in via:

• Trusted Profile (Profil Zaufany)
• e-ID (e-Dowód)
• mObywatel app
• KSeF token (if you have one generated)

Step 2: Check Your Inbox

After logging in, you'll see a list of invoices awaiting pickup. Each invoice has:

• KSeF number — unique identifier
• Seller data — NIP and name
• Gross amount
• Issue date
• Status — "pending," "processing," "rejected"

Step 3: Verify the Invoice

Open the invoice and check:

1. Whether the buyer data is correct — your NIP, name, address
2. Whether the line items and amounts match
3. Whether the VAT rate is correct (zw, 23%, 8%, 5%)
4. Whether a KSeF number has been assigned (it always should be)

Step 4: Accept or Reject

• Acceptance: the invoice goes to your purchase register (revenue and expense ledger [KPiR] or lump sum tax [ryczałt]) and is ready for VAT deduction
• Rejection: the invoice returns to the seller with a rejection reason (e.g., incorrect NIP)

Important: Rejection must happen within the deadline. From April 2026, you have until the end of the month following the month of receipt to respond.

What If I Don't See an Invoice in KSeF?

If the supplier claims they issued an invoice but you don't see it:

1. Check whether you provided the correct NIP at purchase
2. Check the invoice status with the supplier (it may be processing)
3. Contact the supplier — the invoice may have been misrouted

KSeF and Your Accountant

If you work with an accountant (like Oxyok), KSeF automatically shares invoices with them:

• The accountant has access to your KSeF inbox
• They see invoices in real time
• You don't need to forward invoices — they're available immediately
• VAT deduction is faster — no waiting for PDFs

Frequently Asked Questions

Do I need to log in every day?

No. Invoices wait in your inbox for up to 30 days. But the sooner you check, the sooner you can deduct VAT.

What about foreign invoices?

KSeF only applies to domestic invoices. Foreign invoices are still received the traditional way.

Can I deduct VAT without accepting the invoice?

Yes, but it's worth verifying — incorrect invoices may be challenged by the tax office.

Need Help with KSeF?

I handle the full KSeF workflow — issuing, receiving, standard audit file (JPK). From 49 zł + VAT monthly.

Write to [email protected] or visit oxyok.com/pl.