KSeF and Digitizing Relationships with Retail Chains

The introduction of Poland’s National e-Invoicing System (KSeF) is a major milestone in the digitization of the Polish economy. For years, the retail sector has developed efficient cooperation methods based on EDI (Electronic Data Interchange) systems. In this model, EDI operators played a key role, ensuring that the data sent by suppliers was precisely tailored to the technical requirements of each retail chain. This allowed manufacturers to focus on their core business, leaving file formatting to specialists.

New Information Requirements and ERP Limitations

The rollout of KSeF changes this dynamic. While the government system standardizes e-invoices for tax purposes, it does not include all the specific logistics-related data that retail chains need to process deliveries smoothly. As a result, large retail organizations set their own expectations regarding how optional fields in the KSeF structure should be completed—which becomes an operational challenge for many suppliers.

“Until now, suppliers often didn’t need to dive into the technical details of data formats, because the mapping was handled by an external operator. KSeF changes the balance of power. Retail chains, aiming to keep their processes running smoothly, expect the data in the KSeF structure to be properly prepared for their internal systems—which imposes new technological obligations on suppliers,” explains Jakub Kłębokowski.

The issue becomes especially visible in the context of ERP systems. Many of them support only the basic, legally required KSeF scope, without advanced customization of data for specific recipients.

“Standard ERP systems often cover only the minimum legal requirements. For a supplier working with multiple retail chains that each have different expectations, this means the need to look for additional integration solutions, because a lack of flexibility in the software can significantly hinder efficient document exchange,” the expert notes.

Technology Partnership and Process Automation

Instead of building large internal IT teams that would constantly monitor changes in each customer’s specifications, companies are increasingly choosing to outsource integration processes. The key to success is selecting a partner that acts as an “intelligent connector” between the supplier’s ERP system, the KSeF gateway, and the retail chain’s requirements.

A modern integration approach provides:

- Flexible data adaptation: Automatic enrichment of invoices with data required by the retail chain (e.g., purchase order numbers or specific product codes), without costly modifications to the supplier’s ERP system.

- Security and control: Ongoing verification of document status and confidence that the invoice meets both legal requirements and the recipient’s business expectations.

- Cost efficiency: Using a proven operator infrastructure is typically much cheaper and safer than maintaining and continuously updating dedicated in-house solutions.

In the KSeF era, professional integration is no longer just a technical issue—it becomes a way to build competitive advantage and strengthen long-term relationships across the supply chain. A strategic approach helps not only meet the legal obligation, but most importantly optimize cooperation with key retail partners.

For a supplier, an e-invoice error is not just an accounting issue—it’s a risk of payment delays and supply chain disruption. KSeF does not understand the specific logistics requirements of your customers, but your systems still must meet them. Don’t wait until the last minute—the sooner you integrate the EDI standard with KSeF, the faster you eliminate the risk of costly invoice corrections,” explains Jakub Kłębokowski.

Contact us today. We’ll help you protect your business before the new regulations become an operational challenge for your competitors.