You run a business in Poland, but you don’t have a Polish ID card—and you’ve heard that starting in 2026, you’ll have to be in KSeF? Don't worry: a qualified electronic signature is available to foreign nationals entirely online, via video verification IDnow. Here is the complete process—from purchase to your first login to KSeF.
Yes—and without Polish citizenship or a PESEL number. Certum, as a qualified trust service provider registered in Poland Trusted List (TSL), offers a remote identity verification process through the service IDnow — a video call with a trained operator who verifies your identity using your passport or another accepted form of identification. The call is conducted in Polish or English.
Important Disclaimers:
As authorized partner Certum We provide assistance at every stage: from choosing a package, to filling out the application, to training on how to use the digital signature for the first time.
The entire process can be completed without physically being in Poland and without visiting any government offices. Here are the seven steps:
List of documents and information required to successfully complete the video verification process:
KSeF (National e-Invoice System). This is the mandatory platform for issuing structured invoices (in XML format). Mandatory deadlines:
The authentication method for KSeF depends on the legal form of the business:
A foreign national who holds PESEL and a sole proprietor (JDG) or a partner in a general partnership must authenticate themselves using KSeF with their qualified electronic signature (QES). Once IDnow has obtained the signature, this process is fully available—no additional paperwork is required.
If a member of the board of directors or a person authorized to represent the company does not have the Polish PESEL, the company has two options:
A Complete Guide to Authentication for KSeF: KSeF Authentication — A Guide for Businesses, JDG and JST.
A qualified electronic signature obtained through IDnow is a versatile tool—an investment that pays for itself quickly when a company operates in the Polish digital environment.
Key applications:
A Brief Guide to the Typical Needs of Foreign Entrepreneurs in Poland: When a Foreign National Needs a Qualified Digital Signature — A Practical Guide.
SimplySign (cloud, smartphone) is the default recommendation for foreigners, because it eliminates the need to carry a card reader. But in some situations Certum Mini (a physical cryptographic card + reader) might be a better choice:
| Situation | SimplySign | Certum Mini |
|---|---|---|
| Signing on the go, from your phone | ✅ Perfect | ❌ Requires a computer + a card reader |
| Office workstation, mass signing | ✅ Good | ✅ Very good (5,000 timestamps/month) |
| Corporate Requirements (Card as a Medium) | ⚠️ Sometimes it does not meet the security policy requirements | ✅ Meets |
| Entry fee | Lower (without equipment) | Higher (card + reader) |
| Time from purchase to first use | Faster (without equipment delivery) | It depends on the delivery |
Both options are available with IDnow verification. If you're not sure which solution is right for you, give us a call—we'll be happy to advise you for free.
A foreigner running a business in Poland now has access to a complete digital identity process—without having to travel or visit government offices. A qualified electronic signature obtained through IDnow opens the door to KSeF, KRS, public tenders, and dozens of other administrative systems.
As authorized partner Certum We guide foreign nationals through every step of the process: purchase, filling out the application, scheduling an IDnow appointment, training, and the first login to KSeF. We provide services in Polish and English.
📞 Call us: +48 22 417 05 55 — Our advisors are available at our offices in Warsaw, Kraków, Wrocław, and Radom, or online. 🛒 Check out our offerings: SimplySign QES with IDnow verification (remotely, without a visit to Poland).
More about the KSeF regulation: ksef.podatki.gov.pl and gov.pl/web/finanse.
A foreign national obtains a qualified electronic signature through IDnow’s remote video verification (service Certum)—without having to visit Poland. After obtaining a QES, an individual (JDG) uses it to authenticate directly with KSeF. A company whose board of directors does not include a person covered by PESEL uses a qualified seal (QSeal) or submits a ZAW-FA notification to the tax office.
You will need: a passport or an ID document from the PRADO registry (valid for the entire duration of the certificate), a smartphone or computer with a camera, a phone number, and an email address. If you have a Polish PESEL, please also have a document confirming it ready.
No. Regular hours are Monday (9:00 a.m.–2:30 p.m. CET), Wednesday (10:00 a.m.–4:30 p.m. CET), and Friday (10:00 a.m.–12:30 p.m. CET). Private appointments on Tuesdays and Thursdays are available for an additional fee of 500 zł. We recommend booking your appointment a few days in advance.
The total cost consists of the SimplySign QES certificate (299–479 PLN, depending on the term) plus a one-time fee for IDnow video verification (2,100 PLN). For a 1-year certificate, the total is approximately 2,399 PLN (~560 EUR); for a 3-year certificate, approximately 2,579 PLN (~600 EUR).
Yes. Certum is a qualified trust service provider listed on the Polish Trusted List. Pursuant to Article 25(3) of eIDAS, a qualified electronic signature based on a Certum certificate is automatically recognized in all 27 EU member states. For details, see the article: Polish qualified digital signatures throughout the EU.
Generally, an identification document must remain valid for the entire duration of the certificate subscription. An exception applies to holders of a Polish PESEL—in such cases, Certum may issue a certificate even if the document has a shorter validity period. If you have any questions, please contact us before purchasing (+48 22 417 05 55).
