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Two strategies for managing KSeF in a company: ZAW-FA or company e-stamp

This choice determines whether KSeF will work "on the spot" or after queuing at the office. We compare scenarios and recommendations.
Two strategies for managing KSeF in a company: ZAW-FA or company e-stamp

ZAW-FA or e-Seal? Two strategies for managing permissions in KSeF for companies

Implementation of the National e-Invoice System (KSeF) in a company is not only a technical issue, but above all an organizational one. For entities that are not natural persons (e.g., limited liability companies, general partnerships, civil law partnerships), the key challenge at the start is the question: "How to log into the system for the first time and who will manage it?".

There are two paths to choose from: 

  • traditional (submission of notification ZAW-FA) and 
  • modern (use of Qualified Electronic Seal). 

 

Which one should you choose to gain full control and avoid bureaucracy? Let's find out.

Option 1: qualified electronic seal (fast track)

This solution is recommended for companies that value independence and automation. A Qualified Electronic Seal (often referred to as an e-seal) is a digital equivalent company stamp. It contains the name and tax identification number (Tax Identification Number) of the entity.

How does it work? According to KSeF, an entity that has an e-seal does not need to report anything to the tax office. All it needs to do is authenticate (log in) to the system using it.

Advantages of this strategy:

  1. Automatic ownership rights 
    • The system automatically recognizes the company and grants it a full set of permissions. 
    • You can immediately issue invoices, view them, and—most importantly—grant permissions to employees.
  2. No visits to the office 
    • Everything is done 100% digitally. 
    • You don't have to fill out paper forms or wait for them to be processed by a clerk.
  3. Business continuity 
    • The authorizations are assigned to the company (tax identification number) and not to a specific individual (e.g., the CEO, who may change).

Route 2: ZAW-FA notification (traditional path)

If your company does not have an e-seal, it will not log into KSeF "by itself." It must appoint a person—a specific individual—who will manage the system on its behalf. This is what the form ZAW-FA (Notification of granting or revoking rights to use KSeF).

How does it work? You must complete the ZAW-FA form, indicating one person (the so-called authorized person), e.g., a member of the management board or chief accountant. This form must be submitted to the tax office (in paper form or electronically via e-Urząd Skarbowy).

Challenges for this strategy:

  1. Waiting time: 
    • Permissions do not take effect immediately. 
    • The official must manually enter the data from the form into the system. 
    • Only after they have been processed will the designated person gain access.
  2. Operating locks 
    • At ZAW-FA, you can only designate one person with full primary rights. 
    • Only this person, after logging in with their signature (e.g., Trusted Profile or Qualified Signature), can grant permissions to other employees in the system.
  3. Personnel risk 
    • If the person designated in ZAW-FA leaves the company or loses access to their signature, the company may temporarily lose the ability to manage permissions until a new notification is submitted (some companies opt for ZAW-FA to avoid the cost of a seal, but this can be risky in the long run).

Strategy for your company—what to choose?

The decision depends on the scale of your business and your automation needs.

  • Select an e-stamp if
    • you are a medium or large company, 
    • Are you planning to integrate with the system? ERP (enterprise resource planning system), 
    • you care about time and want to make access to KSeF independent of the private signatures of management board members. 

Remember that the seal also allows you to generate KSeF certificates (necessary for emergency/offline mode) without the involvement of third parties.

 

  • Select ZAW-FA if 
    • you run a small company, 
    • you issue few invoices and do not plan to invest in an e-stamp at this time. 

This solution is free, but requires more time to get started.

In the world of KSeF, digital identity is fundamental. Regardless of the path you choose, remember that Qualified Signature (for individuals) and e-seal (for companies) are tools that guarantee the highest level of security. At podpisano.pl you choose the right solution so that the transition to the mandatory KSeF (from February 1, 2026, for large companies, and from April 1, 2026, for others) goes smoothly.

For more information about the 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.

Do you want to learn more about a specific digital trust requirement or service? We would be happy to help!

Do you need help?

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+48 22 417 05 55

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How do I access KSeF? ZAW-FA vs. Seal

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  • Qualified stamps

Registering with KSeF using a qualified digital certificate – Your ticket to skip the lines

  • Qualified Stamps, Qualified Signatures

KSeF in sole proprietorships and small companies: qualified signature, stamp, and invoice automation

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