How to Effectively Implement National e-Invoicing System in a Company? Key Steps and Best Practices

National e-Invoicing System will become mandatory in Poland as of February 1, 2026.

For entrepreneurs whose sales value (including the amount of tax) exceeded PLN 200 million in 2025, the obligation will take effect February 1, 2026, while for other entrepreneurs from 1 April 2026.

The new regulations are aimed at streamlining the circulation of invoices and combating unfair tax practices. However, for many companies, implementing National e-Invoicing System is a major technological and operational challenge.

How to successfully transition to e-invoicing and minimize the risk of errors?

In this article, we will discuss the key steps in implementing National e-Invoicing System and show how the systems SAP Document and Reporting Compliance (SAP DRC). i SAP Vendor Invoice Management (SAP VIM). can facilitate the process.

 

What is National e-Invoicing System and Who Does it Apply to?

The National e-Invoice System is the Ministry of Finance's central platform for issuing, receiving and archiving invoices in XML structured format.

Key National e-Invoicing System assumptions:

• Each invoice will have to go through the Ministry of Finance's central system.

• An invoice will be considered issued only after National e-Invoicing System assigns an identification number to it.

• Entrepreneurs will be able to monitor the status of their invoices and verify their accuracy.

• National e-Invoicing System will cover both sales and purchase invoices.

• The new regulations will affect accounting procedures and tax reporting, which requires adaptation of IT tools.

 

Challenges of National e-Invoicing System Implementation

The transition to National e-Invoicing System requires adjusting accounting and financial systems, which can raise a number of issues, including:

• Integration with existing ERP systems - Companies using SAP and other systems must adapt their processes to KSeF requirements.
• Data validation and correctness - Invoices must comply with structured XML format and meet tax requirements.
• Handling purchase invoices - Receipt, acceptance and archiving of invoices requires new procedures and tools.
• Safety and regulatory compliance - storage and transmission of invoices must comply with data protection regulations.
• Staff training - The introduction of National e-Invoicing System requires proper training of the accounting and IT teams to ensure smooth operation of the system.

 

SAP solutions, such as SAP DRC i SAP VIM, allow for effective management of these processes, minimizing risks and errors.

 

How Does SAP DRC Support the Operation of National e-Invoicing System?

SAP Document and Reporting Compliance (SAP DRC). - central tax compliance management tool

SAP DRC is a module that enables: 

• Automatic generation of invoices compliant with National e-Invoicing System format. 
• Sending sales invoices to National e-Invoicing System and receiving their processing statuses. 
• Validation of the correctness of invoices before they are shipped.
• Monitor and report invoice statuses in real time.
• Archiving of documents in accordance with legal requirements.
• Ability to automatically detect errors and correct them before shipment.

 

With SAP DRC, companies can in manage sales invoices automatically and securely, eliminating errors and speeding up the invoicing process.

 

How Does SAP VIM Support Purchase Invoice Processes?

SAP Vendor Invoice Management (SAP VIM). - effective management of purchase invoices

SAP VIM allows:

• Verification of data on purchase invoices.
• Integration with a workflow system for approval and workflow.
• Notifications of errors and missing data.
• Automatic assignment of invoices to the appropriate business units.
• Ability to fully automate acceptance processes.

 

With SAP VIM, you can significantly streamline the invoice approval process, ensuring their correctness and timely billing. This reduces the time-consuming manual handling of invoices and minimizes errors due to the human factor.

Best Practices for Implementing National e-Invoicing System in a Company

• Preparation of the organization - Audit of invoicing processes and customization of ERP systems.
• Choosing the right tools - SAP DRC for sales invoices and SAP VIM for purchasing invoices.
• Testing and validation - Validate integration with National e-Invoicing System before implementation.
• Employee training - Ensuring that the accounting and finance team has the right knowledge.
• Monitoring and optimization - Ongoing control of processes and adaptation of the system to changing regulations.
• Adaptation of IT infrastructure - Implement analytical tools to monitor invoice processing efficiency and regulatory compliance.

 

Summary

The mandatory transition to National e-Invoicing System is a challenge, but also an opportunity to optimize invoicing processes. Thanks to SAP DRC and SAP VIM, companies can automate the handling of sales and purchase invoices, ensuring regulatory compliance and eliminating errors.

Using modern SAP tools, organizations can not only comply with KSeF requirements, but also increase financial and accounting efficiency, reducing operating costs.

Want to learn more about implementing National e-Invoicing System in your company?

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