KSeF e-invoicing for Shopify stores in Poland

Trusted by 7800+ Shopify merchants

Sufio supports thousands of Shopify and Shopify Plus merchants in over 100 countries.

Whether you’re about to launch your first online store or you’ve just reached 1 million orders, our powerful invoicing automation and compliant documents will bring peace of mind and leave you time to focus on the most important part of your business—growth.

Poland has moved beyond PDF invoices

New regulations are making PDF invoices obsolete in Poland.
E-invoicing requires documents to be submitted through KSeF, the national e-invoicing system.

Before PDF workflow

01
Create PDF invoice

Generated as a simple PDF document in an unstructured format
02
Email to customer

Sent directly from merchant to buyer, with no intermediary
03
No validation

No automated checks, no visibility for the government
04
Manual processing

Processed by hand and reported to the tax authority

After Structured e-invoice

01
Create structured e-invoice

Generated automatically in FA(3), the official e-invoicing format in Poland
02
Submit to KSeF

Sent directly to KSeF, the e-invoicing system run by the Ministry of Finance
03
Validation and KSeF number

Validated by KSeF, given a unique KSeF number, and delivered to your customer
04
Automated data submission

Invoice data available to the tax authority in real time and archived for 10 years

Who's affected by KSeF e-invoicing?

February 2026

Phase 1

Large businesses

Since February 1, 2026, businesses with sales above PLN 200 million in 2024 must issue B2B invoices through KSeF.

All VAT-registered businesses receive e-invoices

From the same date, all other VAT-registered businesses in Poland must be able to receive supplier invoices through KSeF.

April 2026

Phase 2

Small and mid-sized businesses

Since April 1, 2026, all other VAT-registered businesses in Poland, except micro-businesses, must issue B2B invoices through KSeF.

Shopify agencies and partners

Most client stores selling to Polish businesses should already be compliant. Make sure their invoicing is ready for KSeF.

January 2027

Phase 3

Micro-businesses

Businesses with monthly sales up to PLN 10,000 must issue B2B invoices through KSeF from January 1, 2027.

Not issuing KSeF e-invoices yet? Get ready now.

Choosing an e-invoicing-ready solution today means no panic and no switching apps later. Sufio grows with the rules, so you never have to play catch-up when they change.

How Sufio helps Shopify merchants

Automatic invoicing

Sufio automatically creates an invoice for every order, compliant with Polish invoicing requirements.

Structured e-invoices

Sufio creates the structured FA(3) data that KSeF requires, so invoice details are complete before they are submitted.

Compliant credit notes

Automatically submit correct credit notes for refunds, returns, and edited orders, all linked to the original invoice.

B2B customer details

Display NIP and VAT numbers, payment terms, PO numbers, and other essential company details on invoices.

Automatic KSeF submission

Sufio submits invoices and credit notes to KSeF on your behalf, using your company's KSeF certificate.

Accurate tax rates

Sufio ensures that the correct tax rates are assigned to shipping costs, restocking fees, and refund amounts.

Built for Shopify B2B

Sufio automatically creates invoices with wholesale pricing and all essential B2B customer details as required by Polish law.

Company names and legal entity details
NIP and REGON numbers
EU VAT numbers for intra-community sales
Purchase order (PO) references
Payment terms and due dates
Credit notes linked to original invoices

Draft order

Payment terms

Within 7 days

Shopify checkout

PO number

# 841612

VAT number

PL5213001789

Read our KSeF e-invoicing guide

Our detailed guide covers how electronic invoicing works in Poland and how Sufio creates and submits compliant KSeF e-invoices for Polish business customers.

Read the full guide

Orders can change. Your invoices should not.

Once an invoice is accepted by KSeF, it can no longer be changed.

Sufio automatically creates additional invoices and credit notes for every return, refund, and edited order in Shopify, as legally required.

Order #1001 placed

Order printer Created

Invoice 0001

Order #1001 refunded

Order printer Updated

Invoice 0001

Order printers update the same invoice.

Against the law

Order #1001 placed

Created

Invoice 0001

Order #1001 refunded

Created

Credit note C001

Sufio creates separate documents.

Legally correct

Take control of your invoice templates

Rename labels and rearrange elements in the visual editor, or edit the template code to display any order, customer, or product property.

Our support team can also make custom changes for you.

Back

Documentation

Publish

Online

PDF

Source

Previewing Invoice in Polski

index.html

styles.scss

Properties

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<div class="document-name-large" style="{{ document.name| font_size_to_fit_text('3.2pc', fit_words=True) }}">{{ document.name.text }}</div>

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</div>

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<div class="document-name-small {{ document.name.css_classes }}">{{ document.name.text }}:</div>

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<div id="{{ document.number.id }}" class="{{ document.number.css_classes }}">{{ document.number.text }}</div>

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{% for date in document.dates %}

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<div class="title">{{ date.title }}:</div>

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</div>

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{% endfor %}

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</div>

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</div>

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<div id="{{ account.heading.id }}" class="{{ account.heading.css_classes }}">{{ account.heading.text }}</div>

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<div id="{{ account.company_name.id }}" class="{{ account.company_name.css_classes }}">{{ account.company_name.text }}</div>

client

client.address The formatted address of the customer

client.address.city The city of the customer address

client.address.country The country of the customer address

client.address.country_code The country code of the customer address

client.address.is_eu_country If True, the customer’s country is in the EU

client.address.is_foreign_country The customer’s country is different to your country

client.address.postal_code The postal code of the customer address

client.address.region

Expert setup service tailored to your needs

Our experienced Support Team provides a personalized setup service, ensuring your invoices and taxes are configured correctly.

Get in touch, and we’ll work with you to align your invoices and other documents with your unique business needs, helping you charge the correct taxes and maximize the benefits of Sufio.

Start free trial

Frequently asked questions

Every VAT-registered business established in Poland that issues invoices to other businesses (B2B). The obligation to issue invoices through KSeF is phased in by business size:

Businesses with annual turnover above PLN 200 million: from February 1, 2026
All other VAT-registered taxpayers, except micro-businesses: from April 1, 2026
Micro-businesses with gross sales up to PLN 10,000 per month: from January 1, 2027

KSeF (Krajowy System e-Faktur) is the national e-invoicing system in Poland, run by the Ministry of Finance. Businesses submit structured invoices to KSeF, which validates them and makes them available to the buyer.

No. Invoices for consumers can be issued in KSeF, but it is voluntary. Sufio continues to create PDF invoices for your consumer orders.

FA(3) is the official structured XML format for KSeF e-invoices, defined by the Polish tax authority. It contains all invoice data in a machine-readable form, so KSeF can validate it automatically.

A unique number that KSeF assigns to an invoice or credit note once it accepts it. It confirms that the document was issued through KSeF and can be used to identify it in accounting records, audits, and payments.

Yes. Sufio continues to create professional PDF invoices that you can email to customers or let them download from their accounts in your store. For B2B sales in Poland, the PDF is a visual copy; the legally valid invoice is the e-invoice accepted by KSeF.

Sufio automatically creates the structured data required by KSeF for invoices and credit notes issued to Polish business customers and submits them to KSeF on your behalf. This applies to documents created automatically from Shopify orders, refunds, and returns, as well as documents created manually in the app.

Prepare your Shopify store for
KSeF e-invoicing in Poland

Install Sufio today and ensure your store is ready for KSeF e-invoicing in Poland.

Install on Shopify App Store Read our guide

Get your Shopify store ready for KSeF e-invoicing in Poland

Trusted by 7800+ Shopify merchants

Poland has moved beyond PDF invoices

Create PDF invoice

Email to customer

No validation

Manual processing

Create structured e-invoice

Submit to KSeF

Validation and KSeF number

Automated data submission

Who's affected by KSeF e-invoicing?

Large businesses

All VAT-registered businesses receive e-invoices

Small and mid-sized businesses

Shopify agencies and partners

Micro-businesses

Not issuing KSeF e-invoices yet? Get ready now.

How Sufio helps Shopify merchants

Automatic invoicing

Structured e-invoices

Compliant credit notes

B2B customer details

Automatic KSeF submission

Accurate tax rates

Built for Shopify B2B

Read our KSeF e-invoicing guide

Orders can change. Your invoices should not.

Take control of your invoice templates

Expert setup service tailored to your needs

Frequently asked questions

Which businesses have to use KSeF?

What is KSeF?

Does KSeF apply to sales to consumers (B2C)?

What is the FA(3) format?

What is a KSeF number?

Can I still send PDF invoices to my customers?

How does Sufio help with KSeF?

Prepare your Shopify store for KSeF e-invoicing in Poland

Prepare your Shopify store for
KSeF e-invoicing in Poland