In the TSL industry, change is constant, but not every change has a real impact on how companies operate. This time, however, we are addressing a change that will affect all businesses operating in Poland. From 2026, using the National e-Invoice System (KSeF) will become mandatory for all VAT-registered companies with a registered office or permanent establishment in Poland. For transport companies and freight forwarders, this is not just a formality – it is a significant organisational and technological challenge worth preparing for now.
Why is this so important? Because a lack of preparation can lead to chaos in documentation, payment delays, and in the worst cases, problems with tax authorities and financial penalties.
What is KSeF and what does it mean for the TSL industry
The National e-Invoice System (KSeF) is a government IT platform through which businesses will be required to issue, receive and archive structured invoices. From 2026, this will apply to all VAT-registered businesses, including transport, forwarding and logistics companies.
The key change is that invoices will no longer be sent via email, PDF or traditional mail. Instead, they will go directly to the KSeF system, and the recipient will access them electronically. In theory, this simplifies document circulation and increases security. In practice, it will require companies to change their operations.
The end of paper invoices – what will change in practice
For many transport and forwarding companies, this means a real revolution. Those who have been using paper invoices or basic invoicing tools will have to adapt to the new requirements.
The most important changes:
✔️ An invoice will only be considered issued after it is entered into KSeF
✔️ Every invoice will receive a unique system number
✔️ There will be no need to archive invoices manually – documents will be stored in the system for 10 years
✔️ It will not be possible to issue invoices outside the system – including corrections and duplicates
Challenges for the transport and forwarding sector
The TSL sector is known for its fast pace, high order volumes, and cooperation with both domestic and international partners. This means that implementing KSeF requires a comprehensive approach, not just from the accounting department.
What you should prepare for:
✔️ Check whether your TMS, CRM and accounting systems are compatible with KSeF
✔️ Provide training for employees responsible for issuing documents
✔️ Prepare to handle documents in international transactions – KSeF applies only to invoices issued in Poland, but some transactions will fall under the new regulations
✔️ Organise your invoicing and settlement processes
KSeF and subcontractors in transport
In the transport, forwarding and logistics sector, subcontractors are often used, and they may not always have advanced administrative resources. KSeF will also apply to those partners who are VAT-registered, meaning you need to verify whether your business partners are ready for the new requirements.
It is worth planning clear communication with carriers and smaller companies who, as VAT taxpayers, will be required to use KSeF. If such partners are not prepared, it may delay processes, cause errors and disrupt payments.
Why you should not wait
Although KSeF will become mandatory in 2026, it is worth starting preparations now. System integration, testing and training are processes that take time and require precision.
The sooner you start:
✔️ The lower the risk of downtime and errors during implementation
✔️ The better the opportunity to streamline processes and eliminate unnecessary paperwork
✔️ The greater your company’s readiness for inspections and regulatory changes
Implementing KSeF is not only a legal obligation, but also an opportunity to organise your documentation, increase data security and optimise financial processes.
The end of paper invoices is a fact – preparing for KSeF is not optional, it is a necessity
Forwarding and transport companies that take this seriously will gain a competitive advantage and avoid chaos in their documentation.
The most important steps:
✔️ Verify your IT systems for KSeF compliance
✔️ Provide training for employees responsible for issuing invoices
✔️ Conduct an audit of your document workflow processes
✔️ Communicate with contractors and subcontractors regarding the new requirements
In transport, time and precision matter – having well-prepared invoicing processes is the key to efficient operations and financial security in the TSL industry.
And if you are looking for a reliable partner in transport – contact us at offer@exportsy.pl. We deliver across Europe.
