Implementing new technologies in a company is often like trying to open a door for which we don't yet have a key. The National e-Invoice System (KSeF) is precisely the kind of digital home that every entrepreneur will soon have to enter. The question is: what key you use? Will it be the traditional method with a touch of bureaucracy (ZAW-FA), or a modern, digital key (qualified digital certificate)?
As specialists at podpisano.pl, we will look at the two main paths through which your company can gain access to the system. Understanding the difference is key, especially if you are wondering, How to integrate KSeF into a sales platform or accounting system.
KSeF (National e-Invoice System) is a nationwide ICT platform for issuing and receiving structured invoices. In order for the system to know that „you are you” (or, more precisely, that your company is your company), you must authenticate yourself. Without this, you will not send or receive any document.
For sole proprietors (JDG), the matter is simple - they can log in with a Trusted Profile or a qualified signature. The stairs begin for companies and other non-individuals. This is where our two heroes enter the ring.
The ZAW-FA notice is a form that is used to notify a specific individual as the person authorized to manage the company's rights in KSeF.
When is it used? Mainly when there is no person in the company who can log in „automatically” (e.g., the company does not have a qualified electronic seal, and its representation is specified in KRS, which the KSEF IT system cannot independently verify).
How does it work in practice? The person(s) authorized to represent the company (as indicated in the KRS entry) sign the completed ZAW-FA form, in which they designate a specific person (with the PESEL number) as the company account administrator. This document is often submitted in paper form or via ePUAP, but only after registering the company with the Tax Office. The official enters the data into the system and… voilà. The designated person logs in using their personal Trusted Profile or digital signature, acting on behalf of the company.
Here we enter the world of QSeal (Qualified Electronic Seal - Qualified Electronic Seal). This digital the equivalent of a company stamp, but with legal force and a level of security equal to a handwritten signature (in terms of data integrity and authenticity of origin).
The stamp includes the company's data (e.g., NIP, name, REGON), not that of Jan Kowalski.
Why is it a „Game Changer?” The seal allows for full automation. When entrepreneurs ask, whether you can automatically generate invoices in KSeF without the employee manually logging in, the answer is yes, if you have a stamp.
If you run a small company, issue five invoices a month and wonder, What are the benefits of using KSeF for small businesses, and the budget is tight - the ZAW-FA may be the solution to start.
However, if your company is a living organism, you issue hundreds of documents, and your search engine questions are: What are the technical requirements to use KSeF on a large scale or How to secure data sent to KSeF For bulk shipping - a qualified electronic seal is the only right choice. This is the standard in professional trading.
At podpisano.pl, we recommend the #paperless approach. An electronic seal is not just a technical requirement, it is a tool that builds credibility and streamlines processes. Remember, too, that The most common mistakes when sending invoices via KSeF are often due to the human factor - automation through seals eliminates this risky element.
Whatever path you choose, remember that KSeF is a revolution that requires preparation. Don't leave it to the last minute!
If you want to learn more about how qualified electronic signature can improve not only KSeF, but your entire company, visit podpisano.pl.
For more information about KSeF procedures, visit the official website ksef.podatki.gov.pl And in our knowledge base.
The article is based on Handbook KSeF 2.0 (MF, September 2025) and information from ksef.podatki.gov.pl.
