{"id":7711,"date":"2025-12-29T12:47:56","date_gmt":"2025-12-29T11:47:56","guid":{"rendered":"https:\/\/podpisano-new.local\/?p=7711"},"modified":"2025-12-29T13:01:12","modified_gmt":"2025-12-29T12:01:12","slug":"zaw-fa-czy-e-pieczec-zarzadzanie-uprawnieniami-w-ksef-dla-spolek","status":"publish","type":"post","link":"https:\/\/podpisano.pl\/en\/zaw-fa-czy-e-pieczec-zarzadzanie-uprawnieniami-w-ksef-dla-spolek\/","title":{"rendered":"Two strategies for managing KSeF in a company: ZAW-FA or the company's e-stamp"},"content":{"rendered":"<div data-elementor-type=\"wp-post\" data-elementor-id=\"7711\" class=\"elementor elementor-7711\" data-elementor-post-type=\"post\">\n\t\t\t\t<div class=\"elementor-element elementor-element-dc68e6e e-con-full e-flex e-con e-child\" data-id=\"dc68e6e\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t<div class=\"elementor-element elementor-element-bb58e09 e-con-full e-flex e-con e-child\" data-id=\"bb58e09\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t<div class=\"elementor-element elementor-element-4e1eda4 elementor-widget elementor-widget-heading\" data-id=\"4e1eda4\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">ZAW-FA or e-Seal? Two strategies for managing entitlements in KSeF for companies<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5c1d5b0 elementor-widget elementor-widget-text-editor\" data-id=\"5c1d5b0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Implementation of the National e-Invoicing System (<\/span><b>KSeF<\/b><span style=\"font-weight: 400;\">) in a company is not only a technical issue, but primarily an organizational one. For non-individuals (e.g., limited liability companies, general partnerships, civil partnerships), a key challenge to start is the question: <\/span><b>\u201eHow do you log into the system for the first time and who will manage it?\u201d<\/b><span style=\"font-weight: 400;\">.<\/span><\/p><p><span style=\"font-weight: 400;\">There are two ways to choose:\u00a0<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">traditional (submission of a notice <\/span><b>ZAW-FA<\/b><span style=\"font-weight: 400;\">) and\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">modern (use of <\/span><b>Qualified Electronic Seal<\/b><span style=\"font-weight: 400;\">).\u00a0<\/span><\/li><\/ul><p>\u00a0<\/p><p><span style=\"font-weight: 400;\">Which one to choose to gain full control and avoid bureaucracy? We check.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-23011f6 elementor-widget elementor-widget-heading\" data-id=\"23011f6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Path #1: qualified electronic seal (fast track)\n\n<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c123ecb elementor-widget elementor-widget-text-editor\" data-id=\"c123ecb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">This is a recommended solution for companies that focus on independence and automation. <\/span><b>Qualified Electronic Seal<\/b><span style=\"font-weight: 400;\"> (often referred to as an e-seal) is a digital <\/span><a href=\"https:\/\/podpisano.pl\/en\/pieczec-tradycyjna-vs-pieczec-elektroniczna-czym-sie-roznia\/\"><span style=\"font-weight: 400;\">equivalent to <\/span><\/a><span style=\"font-weight: 400;\">company stamp. It contains the name and <\/span><b>NIP<\/b><span style=\"font-weight: 400;\"> (<\/span><i><span style=\"font-weight: 400;\">Tax Identification Number<\/span><\/i><span style=\"font-weight: 400;\">) of the subject.<\/span><\/p><p><b>How does it work?<\/b><span style=\"font-weight: 400;\"> According to KSeF, an entity that has an e-stamp does not need to report anything to the tax office. It is enough that <a href=\"https:\/\/podpisano.pl\/en\/pieczec-kwalifikowana-qseal-ksef-automatyzacja-kontrola-uprawnien\/\">certify<\/a> (logs) in the system using it.<\/span><\/p><p><b>Advantages of this strategy:<\/b><\/p><ol><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Automatic ownership rights<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">The system automatically recognizes the company and gives it a full set of authorizations.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">You can instantly issue invoices, review them and, most importantly, grant permissions to employees.<\/span><\/li><\/ul><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>No visits to the office<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Everything is done digitally in the 100%.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">You don't have to fill out paper forms or wait for a clerk to process them.<\/span><\/li><\/ul><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Business continuity<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Entitlements are assigned to a company (NIP), not to a specific individual (e.g., the CEO, who may change).<\/span><\/li><\/ul><\/li><\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c497906 elementor-widget elementor-widget-heading\" data-id=\"c497906\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Route 2: notification ZAW-FA (traditional path)\n\n<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-303fe7a e-con-full e-flex e-con e-child\" data-id=\"303fe7a\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t<div class=\"elementor-element elementor-element-378dd38 elementor-widget elementor-widget-text-editor\" data-id=\"378dd38\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">If your company does not have an e-seal, it will not log into KSeF \u201eby itself.\u201d It must designate a person - a specific individual - to manage the system on its behalf. This is what the <\/span><a href=\"https:\/\/podpisano.pl\/en\/pieczec-czy-podpis-kwalifikowany-do-ksef-krotka-decyzja\/\"><span style=\"font-weight: 400;\">form <\/span><\/a><b>ZAW-FA<\/b><span style=\"font-weight: 400;\"> (<\/span><i><span style=\"font-weight: 400;\">Notification of granting or revoking of KSeF privileges<\/span><\/i><span style=\"font-weight: 400;\">).<\/span><\/p><p><b>How does it work?<\/b><span style=\"font-weight: 400;\"> You must fill out form ZAW-FA, indicating one person (the so-called authorized person), such as a board member or chief accountant. This form must be submitted to the tax office (on paper or electronically via e-Tax Office).<\/span><\/p><p><b>Challenges to this strategy:<\/b><\/p><ol><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Waiting time:<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Entitlements are not effective immediately.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">The clerk must manually enter the data from the form into the system.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Only after they have been processed will the designated person gain access.<\/span><\/li><\/ul><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Surgical blocks\u00a0<\/b><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">In ZAW-FA you can only designate <\/span><b>one<\/b><span style=\"font-weight: 400;\"> person with full primary authority.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Only this person, after logging in with his signature (e.g., Trusted Profile or Qualified Signature), can grant permissions to subsequent employees in the system.<\/span><\/li><\/ul><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Personnel risk<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">If the person designated in the ZAW-FA leaves the company or loses access to his or her signature, the company may temporarily lose the ability to manage privileges until a new notice is filed (some companies opt for the ZAW-FA to avoid the cost of the seal, but this can be risky in the long run).<\/span><\/li><\/ul><\/li><\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-a03da6a e-con-full e-flex e-con e-child\" data-id=\"a03da6a\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t<div class=\"elementor-element elementor-element-3c58825 elementor-widget elementor-widget-heading\" data-id=\"3c58825\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Strategy for your company - what to choose?\n\n<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-60e3818 elementor-widget elementor-widget-text-editor\" data-id=\"60e3818\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">The decision depends on the scale of your business and your automation needs.<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Choose an e-stamp if you<\/b><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">you are a medium or large company,\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">you plan to integrate with the system <\/span><b>ERP<\/b><span style=\"font-weight: 400;\"> (resource management system),\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">you care about time and want to make access to KSeF independent of private signatures of board members.\u00a0<\/span><\/li><\/ul><\/li><\/ul><p><span style=\"font-weight: 400;\">Remember that the seal also allows you to generate <\/span><b>KSeF Certificates<\/b><span style=\"font-weight: 400;\"> (necessary for emergency\/offline mode) without third-party involvement.<\/span><\/p><p>\u00a0<\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Choose ZAW-FA if<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><ul><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">You run a small company,\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">You issue few invoices and do not plan to invest in an e-stamp for the time being.\u00a0<\/span><\/li><\/ul><\/li><\/ul><p><span style=\"font-weight: 400;\">This is a free solution, but requires more time to get started.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7a21bd6 elementor-widget elementor-widget-text-editor\" data-id=\"7a21bd6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">In the world of KSeF, digital identity is a must. Regardless of the path you choose, remember. <\/span><b>Qualified Signature<\/b><span style=\"font-weight: 400;\"> (for individuals) and <\/span><b>e-stamp<\/b><span style=\"font-weight: 400;\"> (for companies) are tools that guarantee the highest level of security. At podpisano.pl, we will help you choose the right solution to ensure that your entry into the mandatory KSeF (as of February 1, 2026 for large ones, as of April 1, 2026 for others) goes smoothly.<\/span><\/p><p><span style=\"font-weight: 400;\">For more information on the procedures, visit the official website<\/span><a href=\"https:\/\/ksef.podatki.gov.pl\/\"> <span style=\"font-weight: 400;\">ksef.podatki.gov.pl<\/span><\/a><span style=\"font-weight: 400;\"> And in our knowledge base.<\/span><\/p><p>\u00a0<\/p><p><i><span style=\"font-weight: 400;\">The article is based on Handbook KSeF 2.0 (MF, September 2025) and information from ksef.podatki.gov.pl.<\/span><\/i><\/p><p><b>Do you want to learn more about a specific digital trust requirement or service? 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elementor-element-faf3887 elementor-widget elementor-widget-heading\" data-id=\"faf3887\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\"><a href=\"tel:+48%2022%20417%2005%2055\"> +48 22 417 05 55\n<\/a><\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e6bd9dc elementor-widget elementor-widget-heading\" data-id=\"e6bd9dc\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h4 class=\"elementor-heading-title elementor-size-default\">and we will put you in touch with one of our representatives available virtually nationwide.<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-9d1653c e-flex e-con-boxed e-con e-parent\" 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We compare scenarios and recommendations.<\/p>","protected":false},"author":322,"featured_media":7994,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[302],"tags":[314,317,296,315,304],"class_list":["post-7711","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-e-pieczec","tag-dokumenty-elektroniczne","tag-pieczec-cyfrowa","tag-podpis-elektroniczny","tag-potwierdzenie-tozsamosci","tag-zaufanie-cyfrowe"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.7 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Dwie strategie zarz\u0105dzania KSeF w sp\u00f3\u0142ce: ZAW-FA albo e-piecz\u0119\u0107 firmowa - Podpisano.pl<\/title>\n<meta name=\"description\" content=\"KSeF dla sp\u00f3\u0142ek: por\u00f3wnanie dw\u00f3ch modeli zarz\u0105dzania dost\u0119pem. 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