Qualified Electronic Seal and KSeF – why it will be crucial as of 2026?

Starting from 1 February 2026, all companies in Poland will be required to use the National e-Invoicing System (KSeF). To streamline KSeF operations, speed up processes, and increase data security, businesses are increasingly choosing a qualified electronic seal. This tool automates key actions and enables full system operation without visiting the tax office.

In this article, we explain:

• why an electronic seal is recommended when implementing KSeF,
• what benefits it provides for companies,
• how much it costs to obtain a qualified electronic seal,
• who will benefit from it the most.

What is a qualified electronic seal?

A qualified electronic seal is an advanced mechanism confirming that a document, file, or message was issued by a specific company or institution. The seal is assigned to a legal entity, not to an individual. Once applied, the recipient can be sure that the document originates from that company and that its content has not been altered after sealing.

Why use a qualified electronic seal when working with KSeF?

The electronic seal significantly improves processes related to KSeF. It ensures:

• Confirmation of the authenticity of documents and digital resources,
• Recognition in all EU countries thanks to eIDAS compliance,
• Detection of any changes made after the document was sealed,
• Real – time KSeF permission management without visiting the tax office,
• The ability to generate KSeF certificates assigned to a legal entity, which streamlines and secures the integration of company IT systems with KSeF.

Thanks to this, the electronic seal is one of the most convenient methods for handling the new invoicing obligation.

Electronic seal in KSeF operations – key benefits

Implementing KSeF with the use of a qualified electronic seal guarantees efficient handling of formalities:

• Registration in KSeF without visiting the tax office,
• No need to submit paper notifications of granting or revoking permissions,
• Immediate assignment and removal of permissions in the Taxpayer Application,
• Ability to manage a single administrator account, assign user access, and define their permissions.

Who is the electronic seal intended for?

The electronic seal is particularly recommended for:

• small, medium, and large companies implementing KSeF 2026,
• companies with a foreign management board or representation,
• businesses working with accounting offices,
• organisations operating remotely or across multiple locations.

Thanks to the seal, processes related to authorization, permission management, and IT system integration become fast, secure, and legally compliant.

Will the electronic seal be mandatory?

Using a qualified electronic seal will not be mandatory. However, without it, many activities must be performed manually (e.g., submitting paper notifications). In practice:

• it is not required, but it significantly simplifies KSeF operations,
• it enables full digitization and automation of processes,
• it is recommended by experts as a tool that improves security and efficiency.

TGC Assistance in obtaining an electronic seal

TGC Corporate Lawyers provide comprehensive assistance in obtaining an electronic seal:

• the seal may be issued for 1 or 2 years,
• the authorized person may be a Polish citizen or a foreigner,
• we provide full coordination of the process and advisory support.

We especially recommend our assistance to companies that want to accelerate KSeF implementation and ensure full compliance with applicable regulations.

FAQ  –  Frequently Asked Questions about the Qualified Electronic Seal and KSeF

1. Is a qualified electronic seal mandatory for using KSeF?

No, the seal is not mandatory, but it significantly simplifies KSeF operations.

Without the seal, some processes must be performed manually, such as submitting paper notifications of granting permissions.

2. Can several people in a company use the electronic seal?

Yes. The electronic seal is issued to the entity (company), not an individual, so it can be used by authorized employees or IT systems according to established access rules.

3. Is the electronic seal the same as a qualified signature?

No.

A qualified signature is used by an individual to sign documents.

A qualified seal confirms that a document originates from a specific company – without indicating the person who signed it. This makes it ideal for automated processes.

4. How long does it take to obtain an electronic seal?

Depending on the verification process – usually 1 to 5 business days.

For foreigners or fully remote procedures, additional identity confirmation may be required.

5. Does the electronic seal work outside Poland?

Yes. Thanks to eIDAS compliance, a qualified seal is recognized in all EU member states.

6. Can the seal be used to grant permissions in KSeF without visiting the tax office?

Yes. This is one of the most important benefits – the seal allows granting, modifying, and revoking permissions remotely, without submitting paper notifications at the tax office.

7. Can the seal be used to sign IT system integrations with KSeF?

Yes. The seal allows generating dedicated certificates for integrating ERP, accounting, CRM, and other systems with KSeF, which increases security and automates processes.

8. Can a foreigner be the authorized person for obtaining the seal?

Yes. The seal can be issued to both Polish citizens and foreigners.

TGC provides support throughout the entire process – including document and identity verification.

Summary

A qualified electronic seal is a practical solution that significantly simplifies the handling of the mandatory KSeF system from 2026. It enables fast permission management, secure IT system integration, and full compliance with legal requirements.