Invoicing in Poland
Poland’s VAT (podatek od towarów i usług) is charged at a standard rate of 23%, with reduced rates of 8% and 5%, and 0% for some supplies such as exports. Every taxpayer has a NIP, a 10-digit tax identification number, which must appear on VAT invoices for both the seller and a business buyer.
BillDoodle sets up a Polish invoice for you: amounts in złoty (PLN) written the Polish way (1 234,56 zł), dates as DD.MM.YYYY, an A4 PDF, presets for each VAT rate and for VAT-exempt sellers (zw.), and NIP fields for you and your customer.
e-Invoicing: KSeF
Since 2026, VAT-registered businesses in Poland must issue invoices to other businesses through KSeF (Krajowy System e-Faktur), the national e-invoicing system, as structured e-invoices. Large businesses started in February 2026 and most others in April 2026, with a short extra period for the smallest. A PDF from BillDoodle is not a KSeF invoice. Use it for proforma invoices (faktura pro forma), quotes and estimates, receipts, invoices to consumers, and if you are not yet required to use KSeF. Check the current rules with your accountant (księgowy) or the Ministry of Finance.
What a Polish VAT invoice shows
- The date of issue and a unique, sequential invoice number
- The names and addresses of the seller and the buyer, with both NIP numbers
- The date of supply or payment, if different from the issue date
- A description of each item, with quantity, net unit price and net value
- The VAT rate, the net total and VAT amount for each rate, and the total amount due
- Where they apply, the notes “mechanizm podzielonej płatności” (split payment), “odwrotne obciążenie” (reverse charge) or “metoda kasowa” (cash accounting)
If you invoice in euros or another currency, the VAT amount must also be shown in złoty – add it in the Notes. All labels on the PDF can be renamed under “Customize labels on the PDF”, for example to Faktura, Nabywca and Do zapłaty.
Frequently asked questions
Can I use this instead of KSeF?
No. Business-to-business VAT invoices in Poland now have to be issued in KSeF. BillDoodle is useful for proforma invoices, quotes, receipts and invoices that may still be issued outside KSeF, such as to consumers.
What VAT rate should I use?
Most goods and services are taxed at 23%. Some, such as certain food, construction and hotel services, use 8% or 5%. Choose “VAT-exempt (zw.)” if you are exempt from VAT.
Can I write the invoice in Polish?
Yes. Type your details in Polish, and rename the labels on the PDF under “Customize labels on the PDF” in the Advanced form – for example “Bill To” to “Nabywca”.
Is it really free?
Yes. You can create and download as many documents as you like without paying and without creating an account.
Where is my data stored?
Everything you type stays in your own browser. Drafts and your history are saved locally on this device, so nothing is uploaded to our servers.