KSeF is live. Your team is firefighting it daily. We can stop that this month.
Mandatory KSeF went live on 1 April for VAT-registered businesses (and 1 February for the largest). Every faktura VAT issued by a Polish business now flows through the central registry, and biura rachunkowe are absorbing the operational hit for hundreds of clients at once. Manual reuploads. Failed XML validations. Clients ringing asking why their invoice never arrived. 3DH delivers a 4-week recovery sprint that stops the daily firefighting: Microsoft 365 tenant rebuilt for KSeF, intake automated, JPK CIT workflow configured, team trained in Polish. The practices that fixed this in the spring kept their margin. The ones still hand-correcting are losing clients now, and JPK CIT is landing on top of it.
The KSeF rollout symptoms you already recognise
Failed validations every morning
Structured XML is unforgiving. Missing fields, wrong NIPs, mis-typed counterparty data. Your team is hand-correcting each one and re-submitting through the central registry. That is hours a day for the next year if nothing changes.
JPK CIT stacked on top
Structured corporate income tax reporting is the second wave. Same data, different format, different submission window. The practices that automate intake, classification, and validation keep their margin. The ones reconciling by hand are already losing it.
Clients ringing every hour
CEOs of 5-50 person Polish SMBs are not reading Ministerstwo Finansów specs. They are calling you to ask why their invoice never landed. The firm that absorbs this with one steady process keeps the relationship. The firm that panics is already losing them.
What we deliver, week by week
- Week 1
Audit your current KSeF reality
We sit with your team for two days and watch the actual workflow. Where the manual re-submissions happen, which client accounts are causing the most failures, which validations keep breaking. Identity baseline, mailbox hygiene, SharePoint structure for client folders, Teams configured for the practice. Copilot license review and CSP optimisation if you have not migrated yet.
- Week 2
Intake automation and validation pipeline
We deploy the invoice intake pipeline: shared client inbox monitored, PDFs and XMLs extracted, structured data validated against KSeF requirements before submission, anomalies routed for human review with the missing field flagged. Native Polish throughout. Built on Microsoft 365 with Claude reasoning for the parts Copilot does not handle.
- Week 3
JPK CIT workflow and team training
Structured CIT reporting workflow configured ahead of the next submission window. Adoption training in Polish for each role: księgowi, asystenci, partner. SOP documents written for the practice. Copilot prompts that work for your specific client base.
- Week 4
Handover and retainer setup
Run the system on real client data for one week with you on the call. Document everything. Set up the monthly retainer that keeps it running, watches for KSeF specification changes from Ministerstwo Finansów, and adds the next workflow when you are ready.
A fixed fee, quoted for your firm in one conversation.
A price here is a conversation, not a table. Every firm carries a different estate, a different volume, and a different amount of the work it wants to keep in-house, so the sprint is priced individually and fixed in writing before work starts: 50% at kickoff, 50% at handover, and an optional monthly retainer for KSeF specification monitoring, workflow review, and PL-language support with a 24-hour response window.
Microsoft 365 licences are billed separately through our CSP, and we optimise the licence mix as part of the sprint at no additional cost. Scoping happens in the first 30 minutes of a call, not after a paid discovery.
What people actually ask about KSeF
Who has to use KSeF, and since when?
Structured e-invoicing became compulsory on 1 February 2026 for businesses whose 2024 sales exceeded 200 million zloty, and on 1 April 2026 for everyone else. There is no exemption band left for ordinary VAT-registered firms.
What actually goes wrong in a KSeF rollout?
Not the software. Polish practitioners reporting on the rollout consistently name the organisation of work: which employee holds which permission, and habits that were never written down. Misconfigured permissions produce the two common failures, staff who cannot issue an invoice at all, and staff with far more access to company data than they should have.
How ready was the market?
Around 15 to 20 per cent of businesses were prepared when it became compulsory. Sixty-nine per cent of accounting offices had not begun preparations, and 73 per cent expected a heavier operational load in the first quarter of 2026.
Does KSeF handle approvals?
No. KSeF is a central repository for issuing and receiving structured invoices. It has no built-in acceptance function, so the approval and verification process stays inside your own procedures. That gap is where most of the manual work now sits.
Do I need new software?
Often not. If you already pay for Microsoft 365, the approval routing, the register and the audit trail can be built on licences you hold. The invoice reaches KSeF either way; the question is what happens to it inside your company afterwards.
Stop firefighting. Start running.
We take one biuro rachunkowe per month to keep delivery quality high. First week of every month. If your practice has 8 to 50 staff and your team is still hand-correcting KSeF submissions, we should talk this week.
Book a 20-minute call