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Qualified Seal in KSeF - How to Efficiently Integrate Your Company

The introduction of the National e-Invoicing System (KSeF) is a major milestone for businesses operating in Poland. The key to success is secure authentication. A qualified seal authenticates your company as a legal entity (using its TAX ID / NIP) rather than an individual person.

This guide walks you through the entire process: from identity verification and SimplySign activation to full integration with your ERP system or accounting agency.

Step 1: Preparation - What Do You Need?

Before booking your online verification appointment, ensure you have all required documents ready. This will keep the procedure under one hour.

  • Identity Document: Physical ID card or passport.

⚠️ Important: The mObywatel app is not accepted for this process.

  • Financial Verification: Access to a personal bank account (of which you are the sole owner) to perform a 1 PLN refundable transfer.
  • Company Documents: Current extract from KRS or CEIDG.

Note: If you are not listed as an independent representative in official registers, provide a power of attorney signed with a qualified electronic signature by an authorized person.

  • Hardware & Tech: A computer with a camera and microphone (we recommend Google Chrome) and a mobile phone to receive SMS codes.

Step 2: SimplySign Seal Activation

Obtaining your seal is a fully digital 3-step process:

  1. Online Meeting (~45 min): An identity verifier will confirm your details, take photos of your document, and approve the application via SMS code.
  2. App Installation: Once you receive a confirmation email from Certum (usually within 30 minutes), download the SimplySign app on your phone.
  3. Configuration: Log in to the Certum Panel and set up your PIN and PUK codes for the seal.

💡 Tip: Keep your PIN safe - you will need it for every operation requiring seal authorization.

Step 3: Initial Onboarding in KSeF

To register and activate your company in the KSeF system:

  1. Download the Request:
    • Go to the KSeF Taxpayer Application portal.
    • Enter your company NIP, choose Qualified Certificate login, and download the XML file.
    • Do not close the KSeF browser tab!
  2. Sign the Document:
    • Log in to the Autenti Portal (Autenti Classic service).
    • Upload the XML file and sign it using your new seal (select the Enveloping Signature option).
  3. Activate Your Company:
    • Return to the open KSeF tab.
    • Upload the signed XML file and confirm.

Your company is now active in the KSeF system.

Step 4: Accounting System Integration

Next steps depend on how accounting is managed in your organization:

Scenario A: Internal ERP System

In this setup, you need to generate a KSeF Certificate to allow your ERP system to send invoices automatically.

  1. Log in to KSeF using your qualified seal (selecting your company NIP).

⚠️ Note: Do not use a Trusted Profile (PESEL) for this - the certificate must be issued to the company, not an individual.

  1. Navigate to the Certificates tab, generate a request, set a password, and download the Private Key.
  2. Download the generated certificate and hand it over along with the key to your IT department for ERP integration.

Scenario B: External Accounting Agency

If you outsource accounting, you do not need to generate certificates. Simply assign permissions to your agency.

  1. In the KSeF portal, navigate to Permissions Management.
  2. Enter your accounting agency's NIP and assign the required roles (e.g., issuing and viewing invoices).
  3. Once confirmed, your agency can log in to your KSeF environment using their own seal or signature.