Implementation of the National e-Invoicing System (KSeF) 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: „How do you log into the system for the first time and who will manage it?”.
There are two ways to choose:
Which one to choose to gain full control and avoid bureaucracy? We check.
This is a recommended solution for companies that focus on independence and automation. Qualified Electronic Seal (often referred to as an e-seal) is a digital equivalent to company stamp. It contains the name and NIP (Tax Identification Number) of the subject.
How does it work? According to KSeF, an entity that has an e-stamp does not need to report anything to the tax office. It is enough that certify (logs) in the system using it.
Advantages of this strategy:
If your company does not have an e-seal, it will not log into KSeF „by itself.” It must designate a person - a specific individual - to manage the system on its behalf. This is what the form ZAW-FA (Notification of granting or revoking of KSeF privileges).
How does it work? 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).
Challenges to this strategy:
The decision depends on the scale of your business and your automation needs.
Remember that the seal also allows you to generate KSeF Certificates (necessary for emergency/offline mode) without third-party involvement.
This is a free solution, but requires more time to get started.
In the world of KSeF, digital identity is a must. Regardless of the path you choose, remember. Qualified Signature (for individuals) and e-stamp (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.
For more information on the 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.
Do you want to learn more about a specific digital trust requirement or service? We would be happy to help!
