How to use this poland invoice
- Add your business name, address and NIP (Polish tax ID).
- Add the buyer and their NIP, or their EU VAT number if they are abroad.
- Add the date of sale in the notes if it differs from the issue date.
- Set VAT at 23%, 8%, 5% or 0%, or choose No tax if you are VAT-exempt.
- Add a bank account that is on the VAT whitelist and download the PDF.
Important: KSeF
Poland’s KSeF e-invoicing system is mandatory for most businesses since 2026. A PDF from this template is not a KSeF invoice, and Invoiceferry does not send invoices to KSeF. Use the free Aplikacja Podatnika KSeF or accounting software for those, and use this template for proformas, quotes, consumer invoices and receipts.
What a Polish VAT invoice must show
- Issue date, a sequential number, and the date of sale if different.
- Names and addresses of both parties, and both NIPs.
- Item names, quantity, net unit price, net value, VAT rate and amount, totals.
- Notes such as “odwrotne obciążenie” (reverse charge) or “mechanizm podzielonej płatności” (split payment) where they apply.
Split payment is mandatory for B2B invoices over PLN 15,000 gross for goods and services in Annex 15 of the VAT Act. Payments over PLN 15,000 should go to an account on the VAT whitelist (biała lista).
Exemption and foreign currency
Businesses with sales up to PLN 200,000 a year can use the small-business VAT exemption. The invoice then shows no VAT and the legal basis, e.g. “Zwolnienie z VAT na podstawie art. 113 ust. 1 ustawy o VAT”.
You can invoice in euros or dollars, but the VAT amount must also be shown in złoty, converted at the NBP average rate from the last business day before the tax point. Keep invoices for 5 years from the end of the year in which the tax was due.