Every business (limited liability company, general partnership, limited partnership, etc.) faces the same dilemma: how to “open the door” to the National e-Invoice System? There are two options. The first is the bureaucratic route via the ZAW-FA form. The second is the technological highway using a qualified digital seal.
At podpisano.pl simple solutions, which is why we’ve put together a list that clearly shows why making a company’s system dependent on a single person is a risky move.
This is a solution in which the CEO or an authorized signatory “manually” designates a specific person (e.g., themselves or an accountant) at the tax office to manage the company’s invoices.
This is the digital equivalent a company stamp, but with legal validity equal to a handwritten signature (in the context of data integrity). The certificate contains company data (tax ID, business registration number, name), not John Smith’s personal data.
As experts in trust services, we recommend a company seal as standard for every company. Here’s why:
Verdict
ZAW-FA is a prosthesis – suitable for starting for micro-businesses where the owner does everything themselves. However, if you’re serious about your business, want to sleep soundly, and not worry about whether “Ms. Basia has a valid signature,” choose a Qualified Seal. It’s an investment in the security and reliability of your accounting processes.
Using an electronic seal is the fastest way to“activate”your business in KSeF. You avoid trips to the office, and the entire process takes just a few minutes at your computer.
Keep in mind, however, that the seal is primarily used to open doors and for administrative purposes—for day-to-day operations, it’s best to authorize specific employees or IT systems.
If you need help obtaining a qualified digital signature, check out the services available at podpisano.pl
We also invite you to contact podpisano.pl – we will help you secure your company's digital identity.
For more information on KSeF procedures, visit the official website ksef.podatki.gov.pl and in our knowledge base.
This article was prepared based on the KSeF 2.0 Handbook (Ministry of Finance, September 2025) and information from the website ksef.podatki.gov.pl.
