Electronic seal and the national e-invoice system. Why it is worth using it in 2022?

By introducing a new invoice registration system, the Ministry of Finance takes another step towards improving digital document circulation. Automation of all processes under the KSEF will allow entrepreneurs to qualify ECQSS electronic seal – Author’s service in the cloud from the Polish company Eurocert.

From January 2022, companies have been able to document commercial transactions with the help of. structured invoices. These are invoices issued through the National E-Faktur System (KSEF) together with the individual identification number assigned. The structured invoice is a document issued only electronically and in accordance with the document specified by the Ministry of Finance, in the document.

Issuing structured invoices is currently voluntary. However, as announced by the Ministry of Finance, this obligation will come into force from the second quarter of 2023. and will apply to both VAT payers and taxpayers exempt from it. The new uniform e-invoice will replace currently issued paper and electronic invoices.

How does the national e-invoice system work?

KSEF is an ICT system through which entrepreneurs, after prior authentication, issue and receive structured invoices. For the taxpayer, this means a change in the process of issuing and receiving documents.

After issuing an invoice, the national e-invoice system will automatically allocate the identification number to the document. Such an invoice will be possible to download by the contractor.To issue and receive an invoice, an entrepreneur can use free tools provided by the Ministry of Finance or commercial programs.

How to start using the national e-invoice system?

To start using KSEFs, take a few steps. They will be enabled by a qualified ECQSS electronic seal from Eurocert, one of five companies in Poland, with the status of a qualified trust service provider. It gives a number of possibilities to the users of the national e-invoice system: setting up a profile in the application and authentication, issuing and receiving invoices, as well as granting entitlements to entities or people to issue or receive invoices at KSEF on behalf of the company.

The seal identifies digital identity and guarantees the identification of the entity that is the author of the document. It is usually used by organizations with legal personality, e.g. Companies or public institutions.

Universality of electronic seal

The seal has only the data of the entity, not personal data as in the case of the signature. This means that being assigned to the organization, it is not dependent on employee rotation, which is usually associated with the need to exchange signatures and unnecessary costs. It has legal force, but it cannot be made on behalf of the company.

– Unlike the e-subscription, by implementing the qualified electronic seal in the organization, you can completely automate the processes of signing documents. In the case of a signature, the user must authenticate each time – says Łukasz Konikiewicz, Eurocert CEO. – In addition, the electronic seal enables automatic registration and authentication in KSEF without the need to submit an application, as well as giving rights to entities or people to issue or receive invoices.

Seal in the cloud more versatile

In the era of dynamic development of cloud services (SAAS model), the qualified seal service is also available remotely. – ECQSS (Eurocert Qualified Seal Server) is a qualified seal of Eurocert with signing software in cloud form. The solution enables mass, much faster sealing of documents than a traditional seal – explains Łukasz Konikiewicz. – From the user’s point of view, it is a comfortable and modern tool. Maintenance, development and update take place on our side. The only integration of the ECQSS service with API with its own document circulation system, i.e. with EZD, ERP or other software.

The ECQSS qualified seal service is fully consistent with the EIDAS regulation, thanks to which the documents “sealed” have legal force throughout the European Union.

In addition to the seal and qualified signature, there are also other authentication options to use KSEF – You can, for example. submit an application to the Tax Office for access to the use of the application, you can also do it through the token. The ECQSS electronic seal, however, has the advantage that it is available whether in our online store or with partners almost immediately. All thanks to the fact that it is a universal solution – It can be used immediately, without the need to create a “to measure” service, which also has a positive effect on its lower cost – comments Łukasz Konikiewicz from Eurocert

Benefits of implementing KSEF

According to the Ministry of Finance, the implementation of KSEF is another step towards digitization and automation of circulation and booking of invoices between taxpayers. Documents will be stored and archived in the KSEF system for 10 years from the end of the year in which they were issued. The introduction of one standard of invoice will increase the speed of data exchange between entrepreneurs and improve economic turnover. The invoice issued will be made available in real time, which will also affect the automation of accounting processes.

By starting the use of KSEF in 2022, entrepreneurs can count on some benefits. For example, the company does not have to submit JPK_FA files because the information they contain will be in the system. In addition, issuing structured invoices entitles the taxpayer to refund VAT within 40, not 60 days. Entrepreneurs will also not have to store invoices in separate IT systems. The solution also guarantees greater safety for the entrepreneur – The invoice will be sent to the contractor immediately, so he will not be able to claim that he did not receive it.