Poland Self-Billing Invoice pre-approval process
#Country Compliance AP
Release date: 1.12.2026
Basware now supports an automated pre-approval workflow for self-billed invoices in Poland, ensuring full compliance with KSeF requirements.
Why it matters
Polish e-invoicing regulations (KSeF) require that self-billed invoices are approved by the supplier using the exact FA_VAT XML dataset before official submission. This feature automates the review process, reducing manual effort while ensuring that only compliant, supplier-verified documents are registered with the National e-Invoicing System.
What's New
- Compliant Pre-Approval Workflow: Suppliers review and approve the final FA_VAT XML dataset before it is officially submitted to KSeF.
- Automated Supplier Review: Basware sends the FA_VAT XML directly to the supplier representative via email or secure link with actionable "Approve" or "Reject" options.
- Configurable Approval Rules: Buyers can set a review window (up to 72 hours) with automated fallback rules for active or passive approval if a supplier does not respond.
- Seamless KSeF Submission: Once approved, Basware automatically updates the issuance date and transmits the document to KSeF, returning the official status and KSeF ID for reconciliation.
Who benefits
Buyers operating in Poland who use self-billing and need to comply with KSeF mandatory pre-approval requirements.
Where to find it
This feature is available as part of the Basware Country Compliance offering for Poland. It requires a consulting service for enablement and configuration of the Poland Sending Extension service. The Customer should not send self-billing invoices, until the configuration is complete.