What is KSeF?
KSeF (Krajowy System e-Faktur) is the mandatory, centralized national e-invoicing system in Poland. It requires businesses to issue, receive, and store invoices in XML format through a government platform, allowing real-time tax monitoring and helping to reduce fraud.
Setting up KSeF-compliant Invoicing in Cobot
To have your Cobot invoices automatically generated in the correct e-invoicing format and be submitted to Polish tax authorities, simply follow these steps:
1. Fill Out Your Invoice Settings and Add your Space's NIP
Go to Setup » Invoice Settings » Fill out the Invoice Sender Address and add your NIP.
⚠️ Important Note: Ensure that the name, company, and NIP entered in your invoice settings exactly match the information registered with the Polish authorities.
2. Configure Your KSeF Credentials
Afterwards, scroll down to KSEF » Click on Configure your KSeF credentials.
On the next screen:
Add your NIP.
Upload your Certyfikat X.509 and Clucz prywatny.
Add your password for your private key under Hasło do klucza prywatnego.
3. Activate E-Invoice Generation and Submission to KSEF
Default: Automatic Submission
Once you've uploaded the required documents and saved your settings, you can activate e- invoice generation on the same page by clicking on Włącz (Activate).
IMPORTANT NOTE
Once auto e-invoice generation is turned on, all of your Cobot invoices generated from that moment onwards will automatically be generated as e-invoices and automatically submitted to Polish tax authorities.
Alternative: Manual Invoice Submission
As previously described, all of your Cobot invoices will automatically be submitted to the Polish tax authorities once you have activated the feature in your invoice settings.
💡 If you prefer not to automatically submit all of your Cobot invoices to Polish tax authorities, you can turn off auto e-invoice generation.
In order to turn off auto e-invoice generation and to prevent your invoices from automatically being submitted to Polish tax authorities, simply go to Setup » Invoice Settings » Configure your KSeF credentials » click on Włącz.
Once auto e-invoice generation is disabled, you can manually generate e-invoices by clicking the Generate E-Invoice button next to your invoices
This way, you can decide which of your invoices to submit to the Polish tax authorities.
Please note: The Generate E-Invoice button will be greyed out if any required details are missing. Examples include:
Missing Space NIP
Missing Member Tax ID
Missing Member Address Fields
How Invoices are Submitted to Polish tax authorities
Only invoices created after enabling e-invoice generation will be issued as e-invoices and submitted to the tax authorities.
Your members won’t notice any difference – e-invoices look just like regular invoices.
Next Steps
Now that you have successfully enabled e-invoicing for your space, learn how to organize your revenue by setting up Accounting Codes.
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