E-invoices are a breakthrough for entrepreneurs in Poland

During this year’s European Economic Congress, a lot of attention was devoted to competitiveness and release of the potential of Polish enterprises. Experts pointed to the need for further deregulation of the economy, as well as taking further steps to improving the functioning of public administration. During the “Management in the Digital Age” panel, the topic of integration of companies with The national e-invoice system, i.e. KSEFwhich will become mandatory for enterprises next year.

A revolution awaits us

In the opinion of Zbigniew Rymarczyk, vice president of Comarch, in Poland we still underestimate the scale of the challenge, which will be the transition of business entities and tax administration on a fully digitized form of invoice circulation.

– I am an accountant by profession, I have been working in a company for over 25 years that produces invoicing software, so I have already gone through many changes in Polish tax law. For example, Polish order was introduced with the term “yesterday” – reminded Vice President of Comarch.

KSEF allows you to issue and share structured invoices. The system has been available to payers since 2022, although for now in a voluntary form and operates in economic transactions as one of the allowed forms of documenting transactions, next to paper and electronic invoices.

In the middle of last year, it was decided to postpone until February 1, 2026. The deadline for implementing the obligation to use KSEFs for companies whose sales value and VAT will exceed PLN 200 million in 2025. However, from April 1, 2026, the obligation to invoice through the National E-Faktur system is to cover all VAT taxpayers in Poland.

The legislator assumes that the national e-invoice system will significantly facilitate the lives of Polish entrepreneurs, especially in ordering documentation and acceleration of invoice circulation. Thanks to the centralization of invoicing in one system, it will be possible to automatically send, archive and verify invoices without the need for their physical storage. Entrepreneurs will gain easier access to documents, eliminating the risk of their loss or errors when manually entering data, which will translate into saving time and reduce administrative costs.

In addition, the use of KSEFs can improve the safety and transparency of settlements with contractors and tax authorities. Invoices issued and received in the system are automatically marked with the date of receipt and unique IDs are given to them, which facilitates the pursuit of possible claims or control of documents during the audit. The system also allows you to detect irregularities faster and limits the field to abuse.

More efficient business and logistic processes

In the long run, KSEF can also contribute to building a more competitive and modern business environment in Poland. Zbigniew Rymarczyk paid special attention to this aspect, who predicts that KSEF will improve processes not only in the accounting and tax departments of enterprises, but also in business.

-In contrast to previously introduced changes in tax regulations, this change is the least revolutionary for companies and finance departments of companies. Previous changes forced the accountants to prepare reports – regarding, for example, JPK or CIT declaration – once a month. Now we are dealing more with business changes, not accounting. It is worth paying attention to it – said Vice President of Comarch. He added that KSEF should be seen as a “huge revolution” for business and logistics departments.

Panel participants estimated that although the implementation of KSEF seems complicated, if it is correctly implemented by Polish companies, it will bring them many benefits. The more that in Poland one invoice is issued every second in Poland, so the digitization of this process – although demanding – seems indispensable.

– This is a huge challenge – agreed the leading panel of prof. Marcin Lis, Vice -Rector of the WSB Academy in Dąbrowa Górnicza.

According to the state at the beginning of March, 5230 Polish companies have used KSEF, which in this system apologized about 67,000. e-invoice.

Digitization by response to employee deficit

During the panel, whose theme was the management of enterprises in the digital era, experts also pointed out that the pace of digitization of Polish companies must accelerate, even because of the hand deficit to work.

– Minimum work is growing, which reduces the competitiveness of the Polish economy. We also see challenges related to demographics and limiting the number of people of working age. Lower work supply means that you need to manage resources very effectively. We also need to pay more attention to aspects related to work digitization – said Vice President of Comarch.

In turn, Marcin Lis reminded that, according to the calculations of the Polish Enterprise Development Agency from 2020, in five years – and therefore until this year – the Polish economy was to need 200,000. specialists dealing with artificial intelligence.

– These must be interdisciplinary specialists. They must be able to not only program, but also manage processes – pointed out the discussion moderator.

Artificial intelligence will support management

Panel participants also sought the answer to the question about the role of ERP software in modern management, digitized company. The term ERP (Enterprise Resource Planning) means planning the company’s resources through IT systems supporting the daily functioning of the company. This type of software enables efficient management of key areas of activity, such as accounting, purchases, project implementation, risk control, compliance with regulations, or logistics and supply chain.

The extensive ERP system also contains tools for analysis and management of the company’s effectiveness – it helps in preparing financial plans, setting budgets, forecasting results and creating reports, which supports making accurate business decisions.

One of the leaders of the sale of ERP systems in Poland is Comarch. The company’s vice president noted that the latest technology – in the context of creating this type of application – is a great complement to programmers’ skills.

– The dream of every ERP software manufacturer is that the interface is user -friendly and easy to use. Artificial intelligence is a great tool to improve these processes – pointed out Zbigniew Rymarczyk.

AI and cybersecurity

The participants of the discussion emphasized that although the role of artificial intelligence and other breakthrough technological achievements in today’s world is considerable, still a man – his knowledge, intuition and … a sense of threats related to cyber criminals remains the basis for effective management of the company.

One of the key risks for companies – but also for private individuals – It is the use of AI by cyber criminals to create more advanced and more difficult to detect attacks, such as phishing, deepfakes or automated burglary into systems.

AI can also analyze huge amounts of data to find gaps in security faster than a man, which makes potential threats more dynamic and more difficult to predict.

Comarch’s vice president gave an example when he was almost involved in the sophisticated cybercrime using artificial intelligence. –

– My voice was used and a way of speaking to submit a business offer. Fortunately, the potential contractor called me and I could explain to him that I didn’t really call him with any proposal – Zbigniew Rymarczyk cited the event.

Another disturbing aspect is the possibility of unintentional operation of AI systems themselves – if they are poorly designed or learn on the basis of incomplete or wrong data, they can make decisions that threaten the security of systems and data. In addition, AI is sometimes used to violate CAPTCHA security, carry out DDOS attacks or manipulating real -time data. All this means that companies must not only protect themselves from classic threats, but also develop new cyberbron strategies that take into account the potential of artificial intelligence.