Spacebring supports eInvoicing via KSeF for Poland and helps you stay compliant by:
Automatically generating eInvoices and credit notes in Poland’s mandatory FA(3) structured format
Submitting invoices to Krajowy System e-Faktur (KSeF) in real time for validation and receiving a unique KSeF identifier
Automatically validating Tax IDs to improve reconciliation and tracking the synchronization status with KSeF
Adding QR codes and KSeF identifiers to the PDF invoices sent to customers, allowing them to verify invoices directly in KSeF.
Currently, eInvoicing via Spacebring is available for Belgium, Spain, and Poland. We’re actively expanding support to more countries. If eInvoicing is required in your country, please let us know at [email protected].
This feature is currently in beta. Its functionality and appearance are subject to change, and it may not be fully stable. We welcome your feedback at [email protected].
Prerequisities
To enable eInvoicing, ensure the following requirements are completed:
Complete location billing details
Your location billing details, tax, and currency must be complete and accurate.
Go to Location settings > General page > "Billing details" tab.
Fill in your location's billing details.
Legal business name
Address (Country (Poland), Address line 1, City, and Postal code are mandatory)
Tax ID
Contact details (Email is mandatory).
Go to Location settings > Billing page > "Taxes" tab.
In the "Tax rate" field, enter a tax rate valid in Poland.
If you use custom tax rates in individual customers' subscriptions or invoices, ensure they are also valid Polish tax rates. Otherwise, the invoice will fail to sync with KSeF.
Go to Location settings > Billing page > "Currencies" tab.
Make sure your main location currency is set as PLN, Polish Zloty.
If your primary location currency is different, add PLN Polish Zloty as an alternative currency and apply it to all customer profiles for whom you want to generate eInvoices.
Only invoices issued in PLN can be synced to KSeF.
Complete customer billing details
Each customer must also have accurate billing details.
Go to Location settings > Customers and manage the "Require billing details" setting depending on your needs:
Enable this requirement for both individual users and companies
Or only for companies, if you need to generate eInvoices only for companies.
If "Require billing details" is enabled for a customer type:
New customers will be prompted to fill out their billing details at the first payment.
Existing customers missing billing details will be prompted to update their details during their next payment.
To review or update customer details manually:
Alternatively, ask customers to update billing details on their own under Membership > Billing.
Requirements for companies
For companies, complete billing details are required for eInvoices to be generated and synced.
If a certain company's billing details are incomplete or invalid, invoices for that company will remain in "Draft" status with a warning and cannot be issued.
Requirements for individual users
For individual members, only fill in billing details if you want their invoices to be generated as eInvoices and synced to KSeF as well.
If you do not want to generate eInvoices for individual members, leave their billing details, especially the "Legal business name" and "Tax ID", empty.
If at least one of these fields is filled for an individual member, Spacebring will attempt to sync their invoices as eInvoices to KSeF.
Enable eInvoicing
Go to Location settings > Billing > "Invoices" tab.
Enable the "eInvoicing" switch.
In the "KSeF registration" section, click
Start verification process.Follow the instructions in the registration form to generate and upload your KSeF certificate.
Your KSeF certificate will be submitted for verification.
Verification may take a few business days. You can monitor it using the
Track verification status.If prompted, click
Restart verificationto update your certificate or take any required actions.
How eInvoicing works
After eInvoicing is enabled:
All invoices for customers with valid billing details are automatically generated in the KSeF-compliant eInvoice format.
During issuance, invoices are also submitted to KSeF for validation and assigning a unique KSeF identifier in real time.
In parallel, customers receive the standard human-readable PDF invoice, which includes a QR code and KSeF ID allowing them to verify their invoice directly against KSeF.
Credit notes are also submitted to KSeF if their original invoice was successfully synced.
When eInvoicing is enabled, voiding invoices and credit notes is not supported, because this is not allowed in KSeF. Instead, you can:
Issue a credit note to correct the invoice
If necessary, issue a credit note for the full invoice amount to void it.
Track eInvoice syncing
Each invoice has the eInvoice sync status indicated.
If an eInvoice fails to sync (for example, due to invalid or missing customer billing details):
The invoice will not be issued.
The system will display:
“eInvoice sync failed” status
A red warning triangle next to the affected invoice
A red warning triangle next to the customer’s name on the Customers page.
If prompted, update the customer’s billing details or complete any required actions, and click Issue again.
You can also see the eInvoice sync status for all invoices in the "Invoices" report.