Invoicing in Poland

VAT Invoice in Poland

Invoicing in Poland requires adherence to specific legal requirements and best practices to ensure compliance with Polish regulations. Here is a concise guide:

Key Requirements for Invoicing in Poland

  1. Mandatory Information:
    • Invoice Date: The date the VAT invoice is issued.
    • Invoice Number: A unique, sequential number identifying the invoice.
    • Seller’s Information: Name, address, and VAT identification number.
    • Buyer’s Information: Name, address, and VAT identification number (if applicable).
    • Description of Goods/Services: Details of the goods or services provided.
    • Quantity and Unit Price: The amount of goods/services and the price per unit.
    • Total Amount: Total value of the goods/services.
    • VAT Rate and Amount: Applicable VAT rate and the corresponding VAT amount.
    • Net Amount: Amount before VAT is added.
    • Date of Supply: The date when the goods/services were supplied.
    • Payment Terms: Payment due date and terms of payment.

Language and Currency:

    • Language: Invoices can be issued in Polish or another language commonly used in international trade.
    • Currency: Invoices can be issued in any currency, but the VAT amount must be shown in Polish złoty (PLN).

Electronic Invoicing:

    • Electronic invoices are accepted if the authenticity of origin, integrity of content, and readability are ensured. Digital signatures or electronic data interchange (EDI) can be used for this purpose

Archiving:

      • Invoices must be archived for at least five years from the end of the year in which the invoice was issued. Electronic invoices must be stored in a manner that ensures their integrity and readability.

Best Practices

  1. Ensure Accuracy: Double-check all details before issuing the invoice to avoid errors.
  2. Compliance with VAT Laws: Stay updated with any changes in Polish VAT laws to ensure ongoing compliance.
  3. Timely Issuance: Issue invoices promptly to facilitate timely payments.
  4. Professional Format: Use a professional template that includes all mandatory information and aligns with your branding.
  5. Automation Tools: Consider using invoicing software that complies with Polish regulations to streamline the process.

By following these guidelines, businesses can ensure that their invoicing practices in Poland are compliant, efficient, and professional.