Qualified electronic seal as a solution helpful in using the KSeF

The National System of e-Invoices (KSeF) is a platform intended for issuing and receiving structured invoices by electronic means. From January 1, 2022, all entities in Poland can use the KSeF on a voluntary basis. The Minister of Finance announces that from January 1, 2024, the KSeF solution will be mandatory.

What is a structured invoice?

A structured invoice is a new type of electronic invoice functioning alongside the invoices that are currently in use. The structured invoice will be in the format chosen by the Ministry of Finance. After the taxpayer issues an invoice, it is sent via the application programming interface (API) to the National System of e-Invoices. After sending and verifying the invoice, a special number will be assigned to identify the invoice in the system. There are many benefits of using the KSeF. The system ensures that the invoice has been received by the other party, therefore no copies will be needed. The invoices cannot be lost or destroyed. They are also stored for 10 years. To encourage taxpayers to use structured invoices, a shorter deadline for VAT refunds has been introduced (40 days instead of 60).

Use of the Electronic Seal in the KSeF system

Certum qualified electronic seal allows you to sign many business documents, including invoices. The seal is compatible with the eIDAS regulations, that standardize the rules for electronic transactions on the European Union market. The electronic seal ensures that the content of the e-invoice has not been changed. It is also automatically recognized in Adobe software.

The KSeF system allows the Certum seal as one of the methods of one-time authentication. Qualified electronic seal is the digital equivalent of the company seal. Unlike the e-signature, the seal does not contain personal data, so it can be used by several authorized employees in the company. With an electronic seal, you can set up an account in the app Aplikacja Podatnika, issue and receive invoices and authorize other people to receive and issue invoices on behalf of the company in the KSeF.

The Certum Electronic Seal is available in two variants: in the SimplySign mobile app and saved on a smart card inserted into a reader. The mobile app ensures full mobility, while the card with a reader work better for internal documentation in the office.