KSeF won't collect your Google, Adobe and AWS invoices. Here's what still lands on you

KSeF, Poland’s national e-invoicing system, collects the invoices that Polish businesses issue to your NIP (your tax number). Companies abroad do not have to use it, so your Google Ads, Meta, Adobe, AWS, Apple, Stripe and Upwork invoices normally never appear there. You still have to download those invoices, along with receipts, tickets and some PDFs from small Polish sellers, give them a value in złoty and pass them to your accountant every month.

Which invoices never reach your KSeF account?

The Ministry of Finance says it plainly in its KSeF FAQ: KSeF is not used to report purchases from foreign suppliers. A foreign business with no seat or fixed establishment in Poland (or whose Polish establishment takes no part in the sale) does not have to issue its invoices there, even if it is registered for Polish VAT. For a refresher on the system itself, see what KSeF is.

This is what stays outside KSeF in 2026:

There is one more gap, on your side. Since 1 February 2026 a business buyer must give the seller its NIP when an invoice is made out to it (VAT Act art. 106ba). A Polish invoice issued without your NIP lands nowhere you can see.

Watch out: KSeF sends no notifications, and it only shows what it holds. An empty month in KSeF does not mean an empty month for your accountant.

Amazon, Allegro and other marketplaces: check the seller

The same rule applies to Amazon and to Allegro, Poland’s largest online marketplace: what matters is who the seller on the invoice is, not the website you bought on.

• If the seller is a Polish business and you gave your NIP, the invoice is normally issued in KSeF (unless that seller is still under the 10,000 PLN relief in 2026).
• If the seller is a company based abroad with no Polish establishment involved in the sale, the invoice will usually come as a PDF from the marketplace account or by email, even if the site is in Polish.

So open the invoice and read the seller’s name and address before you expect it in KSeF.

Where do you download foreign invoices?

Each supplier keeps its invoices in its own billing area, and the menus change often. Look for Billing, Payments, Documents, Invoices or Transaction history in the account you pay from.

Three habits prevent most of the trouble:

1. Fill in the billing details once: business name, address and, if you are registered for VAT-UE (the VAT registration for trade with other EU countries), your NIP with the PL prefix. Each invoice is then issued to your business, not to you as a private person.
2. Send billing emails to one address you actually read, not to an old personal inbox.
3. Download on the same day each month, for example on the 1st, for the month that has just ended.

Do foreign invoices need a PLN value, and who converts it?

Yes. Your books are kept in złoty. For income tax, a cost in a foreign currency is converted at the NBP (National Bank of Poland) average rate from the last business day before the day of the cost (PIT Act art. 11a). If you keep a KPiR (the tax book of revenue and expenses), the conversion must be written on the document or on an attachment to it (KPiR regulation § 6 ust. 4).

Example: an Adobe invoice for 100 EUR with a cost date of Friday 25 September 2026. The last business day before it is Thursday 24 September, when the NBP rate was 4.3900 PLN per euro. The cost in the books is 439.00 PLN.

Who does the sums depends on who keeps your books:

• An accountant keeps them: the conversion is their job. Yours is to deliver the invoice with its date, currency and amount readable.
• You keep them yourself: you look up the rate and note it.

VAT on these purchases uses its own date (the tax point, when the VAT becomes due) and may use the NBP rate or the ECB (European Central Bank) rate (VAT Act art. 31a), so the two złoty figures can differ. Exchange rates on invoices explains both.

The VAT on foreign services is still yours too

Most of these invoices show no VAT. That does not mean there is none: when a Polish business buys most kinds of service from a company abroad (ads, software, cloud, platform fees), the buyer owes the Polish VAT. This is called import of services.

• A VAT-exempt business must register for VAT-UE before the first such purchase. For each month with one, it files VAT-9M and pays the VAT (usually 23%) by the 25th of the following month.
• An active VAT payer reports the purchase in JPK_V7M, the monthly VAT file, where it usually cancels out.

The full picture is in VAT-UE for Google, Adobe and AWS. The link with this article: a foreign invoice you never downloaded is also VAT you never declared.

What about a receipt with your NIP, now that KSeF exists?

It still works in 2026, and it changes on 1 January 2027.

So, in both years: give your NIP at the till, before the receipt is printed. A plain receipt without your NIP names the shop but not your business, and whether it is enough on its own to prove a cost is not settled. Do not rely on it. Receipt or invoice? covers receipts in more detail.

How do you make sure your accountant gets them every month?

Once you give your accountant access to KSeF, they can see the Polish invoices issued to your NIP. Everything else depends on a routine:

1. At the start of each month, download last month’s invoices from every foreign account on your list.
2. Collect receipts, tickets and any PDFs from Polish sellers.
3. Put everything for the month in one folder, with names that give the date, the supplier and the amount, such as 2026-09-12 Adobe 24.60 EUR.pdf.
4. Compare the folder with your bank and card statements: every business payment should have its document.
5. Send the folder by the day your accountant asks for.

Komplet, our free Mac app, reads these PDFs and photos, files each one into the right month of your own folders, pairs it with the payment on your bank statement and, with its “Prepare for my accountant” button, builds the month’s folder and ZIP with a summary.

How long do you keep them?

Documents must be kept until the tax liability expires: 5 years from the end of the calendar year in which the tax payment deadline passed. Income tax for 2026 is due in 2027, so a 2026 invoice is kept until at least 31 December 2032 (Tax Ordinance art. 70 and 86). KSeF stores its own invoices for 10 years, but it holds none of your foreign ones. How long to keep documents has the details.

What to do next

1. List every foreign service you pay for: ads, software, cloud, app stores, platforms.
2. In each account, set your business name, address and NIP (PL + NIP if you are VAT-UE registered).
3. Pick one day a month to download the invoices, and put it in your calendar.
4. Give your NIP at the till for every business purchase, and keep your tickets.
5. If you buy foreign services and have not registered for VAT-UE, read the VAT-UE guide linked above now.
6. Agree with your accountant how you hand over the documents KSeF does not have; what to send your accountant has a checklist.