{"id":7952,"date":"2025-12-11T16:39:58","date_gmt":"2025-12-11T15:39:58","guid":{"rendered":"https:\/\/podpisano-new.local\/?p=7952"},"modified":"2025-12-12T15:42:44","modified_gmt":"2025-12-12T14:42:44","slug":"ksef-podpis-kwalifikowany-pieczec-kwalifikowana-integracja-erp","status":"publish","type":"post","link":"https:\/\/podpisano.pl\/en\/ksef-podpis-kwalifikowany-pieczec-kwalifikowana-integracja-erp\/","title":{"rendered":"Secure KSeF with qualified signature - a guide to ERP integration for businesses and automatic e-invoice sending"},"content":{"rendered":"
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KSeF and qualified signature. Your technical key for ERP Integration and automatic e-invoice sending<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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The revolution in Polish accounting is just around the corner. From <\/span>February 1, 2026.<\/b> obligation <\/span><\/a>The use of the National e-Invoice System (<\/span>KSeF<\/b>) will cover the largest companies, and from <\/span>April 1, 2026.<\/b> All other taxpayers.<\/span><\/p>

Many are wondering \u201ehow does it actually work from behind the scenes?\u201d. Today we're getting into the technical details. We will explain why your system <\/span>ERP<\/b> (enterprise resource management system) needs \u201e<\/span>digital ID card<\/b>\u201d, i.e. <\/span>qualified signature<\/b> QES<\/b>, to even begin a conversation with the Ministry of Finance's system.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Step 1: Digital identity, or why is a qualified signature essential?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Before your accounting system sends the first invoice, you must \u201eintroduce yourself\u201d to KSeF. This is the most important technical requirement to get started. The system needs to be sure that it is your company, and not someone impersonating it, that you want to grant authorizations or send documents.<\/span><\/p>

Specific methods are used for authentication in KSeF:<\/span><\/p>

  1. Qualified Electronic Signature (QES)<\/b> - For individuals (e.g., sole proprietors or representatives of companies).<\/span><\/li>
  2. Qualified Electronic Seal (QSeal)<\/b> - For entities that are not individuals (e.g., limited liability companies, foundations).<\/span><\/li>
  3. Trusted signature<\/b> - A free alternative for individuals, available through the National Node, among others.<\/span><\/li><\/ol>

    Why a qualified signature?<\/b> Although the Trusted Signature is sufficient for manual logins, in business it is the following that counts <\/span>automation<\/b>. A qualified signature or stamp is necessary to generate a so-called \"seal\". <\/span>tokens<\/b> or <\/span>KSeF Certificates<\/b>, which are the \u201efuel\u201d for your ERP system. Without them, your accounting program will not connect to KSeF automatically.<\/span><\/p>

    \u00a0<\/p>

    AUTHENTICATION METHOD<\/span><\/p>

    IN KSeF<\/span><\/p><\/td>

    PHYSICAL PERSON<\/span><\/p><\/td>

    ENTITY THAT IS NOT A NATURAL PERSON (PNF)<\/span><\/p><\/td><\/tr>


    Trusted Signature \/.<\/span><\/p>

    National hub (as of April 1, 2026).<\/span><\/p><\/td>

    YES<\/span><\/p><\/td>

    NO<\/span><\/p><\/td><\/tr>

    Qualified signature<\/span><\/p><\/td>

    YES<\/span><\/p><\/td>

    NO<\/span><\/p><\/td><\/tr>

    Qualified Electronic Seal<\/span><\/p><\/td>

    NO<\/span><\/p><\/td>

    YES<\/span><\/p><\/td><\/tr>

    Token (until December 31, 2026).\u00a0<\/span><\/p><\/td>

    YES<\/span><\/p><\/td>

    YES<\/span><\/p><\/td><\/tr>

    Certificate KSeF<\/span><\/p><\/td>

    YES<\/span><\/p><\/td>

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    Step 2: ERP integration with KSeF - how does it work?\n\n\n<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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    Integration is nothing more than connecting your sales system to the Ministry of Finance system by means of a <\/span>API<\/b> (application programming interface). This allows invoices to send themselves \u201eby themselves\u201d in the background, without having to manually log into the government website.<\/span><\/p>

    For this magic to work, you need to perform a one-time setup:<\/span><\/p>

    1. Authenticate yourself<\/b> in KSeF as a taxpayer (using a qualified signature or seal).<\/span><\/li>
    2. Generate Token or Certificate:<\/b>