KSeF (Krajowy System e-Faktur) is Poland’s national e-invoicing system. For a taxi fleet owner it is more than a new obligation: it is a chance to put fuel, servicing, leasing and parts costs in one place and stop chasing paper receipts. Here is what changes and how to take advantage of it.
KSeF in brief: the deadlines
An invoice in KSeF is no longer a PDF sent by email. It is a structured XML file registered in the Ministry of Finance’s central system with a unique KSeF number.
- From 1 February 2026: mandatory for the largest companies (sales above PLN 200 million in 2024).
- From 1 April 2026: mandatory for other businesses, including the typical fleet partner.
- Until the end of 2026: a transition period, including a deferral of penalties; some smaller taxpayers with low amounts have longer deadlines.
The detail of the transition period has changed several times, so check the current position on the Ministry of Finance website and with your accountant. One thing is clear: if you run a fleet, KSeF already applies to you.
What changes for a fleet partner
Sales invoices
The invoices you issue, for example for transport services, must go through KSeF. This is mainly a technical change, handled by your invoicing software or your accountant.
Cost invoices: the real shift
Think about how many cost documents a 10-car fleet produces each month: fuel, servicing, tyres, car washes, parts, leasing and insurance. That means dozens or hundreds of documents. The old routine went like this: a driver takes an invoice at the petrol station, it rides in the glovebox for two weeks, some get lost, the rest are typed into a spreadsheet, and at month-end you still do not know what a specific car really costs you.
Now every invoice issued to your NIP lands in KSeF automatically. The fuel station, the workshop, the leasing company all issue through the central system. Nothing gets lost and you collect nothing from drivers.
The catch: you need to retrieve and assign the invoices
KSeF on its own is just a store of documents. The government interface lets you browse invoices but does not answer the questions a fleet owner actually asks:
- How much did this particular car cost me this month?
- Which vehicle burns more fuel than it should?
- Is servicing this car worth it, or is it time to sell?
- What is the real profitability of each vehicle after costs?
To answer them, each invoice must be matched to a vehicle and a cost category. Doing that manually across hundreds of documents is hours of work.
How TwojaFlota automates KSeF costs
TwojaFlota includes a KSeF integration, built by a fleet partner who did not want to key in fuel invoices by hand any more. It works like this:
- Automatic download: the system fetches new purchase invoices from KSeF every day; you connect once with a token.
- Assigning to vehicles: you assign an invoice to a car and category (fuel, service, insurance) in two clicks, and the system creates an entry in the vehicle’s service history or a company expense.
- Trusted contractors: a regular workshop or fuel station? Mark the contractor as trusted and its next invoices are assigned automatically.
- Splitting invoices by line: one parts invoice for three cars? Assign each line to a different vehicle.
- Profitability per car: KSeF costs combine with income from Bolt, Uber and FreeNow reports, so you see each vehicle’s net result.
For drivers who only have a paper fuel receipt, the app also reads fuel receipts from a photo (OCR).
Preparing your fleet for KSeF: 4 steps
- Get your company data in order. Invoices must be issued to the correct NIP. Make sure drivers give the company NIP at the pump rather than taking an ordinary receipt.
- Get access to KSeF. Generate a token or certificate in the Ministry of Finance system. If your accountant handles it, grant them the right permissions.
- Settle the sales-invoice process. Normally your accounting software handles it; confirm with your accountant.
- Connect costs to your fleet system so purchase invoices do not sit uselessly in KSeF but work as profitability data.
For how to settle drivers once costs are under control, see Bolt and Uber driver settlements in Poland. If you are only planning to start, begin with how to become a Bolt and Uber fleet partner.
Try it on your own invoices
Want to see your KSeF invoices turn into a fleet cost report on their own? Visit the TwojaFlota home page or create an account: 30 days free, no card. Pricing is 200 PLN net per month or 1,200 PLN net per year (plus 23% VAT), with unlimited cars and drivers. The interface and support are in Polish and English.
FAQ
What is KSeF in simple terms?
It is the Polish government platform through which electronic invoices pass. Each invoice gets a unique number and is stored centrally.
Does KSeF apply to a small taxi fleet?
Yes. From 1 April 2026 it applies to most businesses, including fleet partners. Check exemptions and transition rules with the Ministry of Finance.
Do I need to understand KSeF myself?
Sales invoices are usually handled by your accounting software or accountant. For costs you will need KSeF access via a token or certificate.
How should drivers handle fuel invoices?
They should give the company NIP at the station so the invoice appears in your KSeF.