Poland’s KSeF e-invoicing system is creating administrative burdens for local governments by routing invoices directly to municipalities instead of their intended recipients.
Problem Particularly Severe in Larger Cities
The issue is particularly acute in larger cities with hundreds, and in some cases over a thousand like Warsaw, organizational sub-units. Each of these entities purchases goods or services and expects invoices documenting these transactions.
Invoice Distribution Burden
Currently, invoices are issued directly to municipalities in the Krajowy System e-Faktur (KSeF), which must then distribute them to the appropriate departments or sub-units, creating significant administrative work.
Seller Negligence in System
The problem occurs because sellers fail to properly fill in a required field in the KSeF system. When they do attempt to complete it, they often make errors by entering the municipality’s NIP instead of the specific recipient’s tax identification number.
Administrative Workaround Required
Municipal office employees are now forced to manually reassign each invoice to its correct recipient, such as schools or other departments, enabling them to process payment and record the transaction in their own accounting systems.
