Important information for customers registered in Poland (holding a Polish Tax Identification Number – NIP)
We would like to inform our customers that from 1 April 2026, Gerlach sp. z o.o. will be required to issue and share invoices exclusively via the National e-Invoice System (KSeF), in line with Polish regulations.
Below you will find a clear overview of what this change means in practice.
What will change from 1 April 2026?
No more invoices sent by email
- Invoices issued on or before 31 March 2026 will continue to be delivered as before – on paper, by post, or as a PDF file via email.
- Invoices issued on or after 1 April 2026 will no longer be sent as PDF attachments by email.
Instead, they will be made available in the KSeF system, where they can be downloaded directly and imported into your accounting systems. - This change applies to all VAT invoices, including:
- Standard invoices
- Advance payment invoices
- Correction invoices
Important
Once an invoice is registered in the KSeF system and assigned an identification number, it is legally considered received by your company.
Customers served at the Customs Service Office (cash or card payments)
For customers settling payments in cash or by card at our Customs Service Office:
- Instead of an invoice, you will receive (upon request) a printed transaction confirmation.
- This confirmation will include a QR code, allowing you to view the invoice in the KSeF system without logging in.
- Duplicate invoices will not be issued after 1 April 2026, as all invoices will remain available in KSeF for 10 years.
Attachments and additional documents
- Invoice attachments and specifications will continue to be sent as before, by post or as PDF files via email.
- The following documents are not covered by KSeF and will also continue to be delivered in their current format:
- Debit notes
- Customs clearance documents,
- Other documents as agreed individually
Foreign companies registered in Poland (with a Polish NIP)
Foreign companies that are registered in Poland and hold a Polish Tax Identification Number (NIP) are required to receive invoices via KSeF, provided that the invoice includes their Polish NIP.
If the invoice contains a foreign tax identification number (TIN) instead of a Polish NIP, it will be delivered as before (by post or as a PDF file via email).
Reporting invoice errors or irregularities
If you notice any errors or irregularities on received invoices (e.g. incorrect service fee, incorrect invoice recipient), please contact: ksiegowosc@pl.gerlachcs.com or your Gerlach account manager
Cybersecurity notice – beware of phishing attempts
Due to the increasing number of cyberattacks conducted via email, please note:
- Gerlach sp. z o.o. does not send emails containing links to download invoices.
- All invoices must be downloaded directly by you from the KSeF system.
- Other documents (as listed above) will still be sent as PDF files, as before.
If you receive any suspicious emails claiming to be from Gerlach sp. z o.o., please contact us immediately.
