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PDF generation

Sovos automatically generates PDF documents from your invoices so you can view a human-readable version alongside the XML format that Poland Krajowy System e-Faktur (KSeF) requires.

How PDFs are generated

When you submit an invoice, Sovos creates a PDF through the following process:

  1. You submit your invoice in UBL 2.1 format.

  2. Sovos transforms it to Poland's FA(3) format.

  3. The invoice is authorized by KSeF.

  4. Sovos generates a PDF with all invoice details.

  5. The PDF becomes available for download with embedded QR codes.

When PDFs are created

PDFs are generated at different stages depending on the workflow:

Workflow typeWhen PDF is created
Standard submissionAfter KSeF authorizes the invoice.
Offline submissionRight after QR codes are generated.
Received invoicesAfter Sovos retrieves the invoice from KSeF.

The PDF complies with Polish e-invoicing regulations and includes required fields for tax purposes. If you need to add other fields or apply customizations, contact your Sovos representative.

Note: Starting February 1, 2026, all invoices use the FA(3) format (version 2.0). The PDF reflects this current format with QR codes included. Make sure your system is configured to use product pl_Faktura__2.0 to guarantee PDFs are generated in the correct format.

Sovos Standard PDF Fields

Sovos standard PDF fields for Poland include the following.

Note:

If you need to add additional fields, contact your Sovos representative.

Invoice header information
  • Invoice number (KSeF number)

  • Invoice type (VAT, KOR, ZAL, ROZ, UPR, KOR_ZAL, KOR_ROZ)

  • Document currency code

  • Date of issue

  • Start date of period covered by invoice

  • End date of period covered by invoice

  • Invoice KSeF number

  • Invoice KSeF acceptance date

  • P_15ZK; the amount remaining to be paid before the correction or the amount paid before adjustment

  • Allowance/charge reason at document level

  • Allowance/charge amount at document level

  • Calculation Rate

Corrective invoice references
  • Invoice number being corrected

  • KSeF number of corrected invoice

  • Issue date of corrected invoice

  • Description code; the period to which the discount or reduction is granted, if the taxpayer grants the discount or price reduction in relation to the supply of goods or services made or provided to one recipient in a given period

Supplier information (Sprzedawca)
  • Supplier tax ID (NIP)

  • Supplier full legal name

  • Supplier complete address

  • Supplier country code

  • Taxpayer's telephone number

  • Taxpayer's email address

  • Identification code

Customer information (Nabywca)
  • Customer tax ID (NIP)

  • Customer full legal name

  • Tax ID country code

  • Customer complete address

  • Customer country code

  • Buyer's telephone number

  • Buyer's email address

Other party information (Podmiot Inny)
  • Other party party tax ID

  • The role of the entity

  • Other party full legal name

  • Description of the role of the entity, in case of selecting the role as Other entity

  • Other party complete address

  • Other party country code

Tax representative party
  • Authorized entity party tax ID

  • Authorized entity full legal name

  • Authorized entity complete address

  • Authorized entity country code

  • The role of the authorized entity

Invoice line items (Pozycje)
  • Line item number

  • Quantity invoiced

  • Unit of measure

  • Line net amount

  • Item/service name

  • Unit price (net)

  • Amount of tax

  • Percent; flag for corrected item in KOR invoices

  • Tax percent code

  • Line status code; flag for corrected item in KOR invoices

  • Item unit price discount

  • Item delivery date if it differs from the date of Issue of the invoice

  • Price amount; unit price of a good or service without the tax amount (net unit price) with price type code = 02 or the price together with the tax amount (gross unit price) with price type code = 04

  • Amount; gross line value (Gross unit price (P_9B) multiplied by the quantity of the items that corresponds to the line (P_8B))

Tax summary (Podsumowanie Stawek Podatku)
  • Tax scheme code (P_13_1, P_13_2, P_13_3, among others)

  • Net taxable amount

  • Tax amount

  • Tax amount in PLN

Totals (Kwoty)
  • Total amount payable

  • Allowance total amount; sum of the amounts indicated in the Amount field in the Odliczenia elements

  • Charge total amount; sum of the amounts indicated in the Amount field in the Obciazenia elements

Payment information (Płatność)
  • Payment mean Identifier

  • Payment channel (PUE, PPD)

  • Instruction note; clarifying another form of payment

  • Payment method code

  • Payment status (1 = Paid)

  • Source currency code

  • Calculation rate

  • Link for payment

  • Payment due date

  • Full account number in the NRB standard

  • Description; initial event explanation

  • Quantity/number for the payment term

  • Unit for the quantity

  • Type of account code

  • SWIFT code

  • Name of the bank

  • Account description

Corrected supplier information
  • Supplier tax ID (NIP)

  • Supplier full legal name

  • Supplier complete address

  • Supplier country code

Corrected customer information
  • Customer tax ID (NIP)

  • Customer full legal name

  • Customer complete address

  • Customer country code

Adnotaje
  • P_16 Note

  • P_17 Note

  • P_18 Note

  • P_18A Note

  • P_19 Note

  • Notes include P_19A, P_19B, P_19C, P_19N

  • Local Node P_22 Intra-Community delivery of new means of transport flag. When the subject of the intra-Community supply are new means of transport

  • Extra note about the new means of transport (Local node P_22A)

  • Local node P_23; note In the case of invoices issued in the simplified procedure by the second taxpayer referred to in article 135(1)(4)(b) and (c), and (2): VAT: Simplified EU invoice under Art. 135-138 or VAT: Simplified EU invoice under Article 141 of Directive 2006/112/EC

  • P_42_5 Note

  • P_Marzy local nodes; details on the occurrence of the margin VAT scheme on the invoice and notes relating to the said scheme (P_Pmarzy, P_Pmarzy_2, P_Pmarzy_3_1, P_Pmarzy_3_2, P_Pmarzy_3_3)

  • Faktura/Stopka and child nodes

  • Faktura/Zalacznik and child nodes

  • Faktura/Fa/DodatkowyOpis and child nodes

Order reference
  • Order reference ID

  • Order reference date

Despatch document reference
  • Despatch document UUID

Delivery
  • Delivery ID

  • Delivery address

  • Country code

  • Transport means type code

  • Transport means type name

  • Transport equipment ID

  • Transport equipment ID scheme

  • Description of the other cargo, including mixed cargo

  • Terms of delivery of goods - INCOTERMS

Contract document reference
  • Contract Document Reference ID

  • Contract Document Reference Issue date

QR codes

Poland uses QR codes on invoices to help buyers verify invoices in the KSeF system. Sovos includes QR code links that you use to generate the codes.

How Sovos delivers QR codes

Sovos includes QR codes on the generated PDFs. QR codes are also provided as strings in the API response. You receive the links and generate the actual QR code images using standard QR code libraries.

QR code links are provided in the notifications you receive from the API response.

The number of QR codes depends on when the invoice is delivered relative to clearance.
Standard invoices (one QR code)
When your invoice is authorized by KSeF, you receive one QR code link. Look for the key named invoiceVerificationUrl to get your QR code link.
{
  "status": 200,
  "data": {
    "detailsDto": {
      "status": "Authorized",
      "keys": [
        {
          "key": "ksefReferenceNumber",
          "value": "1234567890-20251218-ABCD1234-EF"
        },
        {
          "key": "invoiceVerificationUrl",
          "value": "https://qr.ksef.mf.gov.pl/client-app/invoice/..."
        }
      ]
    }
  }
}
Offline invoices (two QR codes)
When you use offline mode, you receive two QR code links immediately. You receive both invoiceVerificationUrl and offlineVerificationUrl for offline submissions. To generate offline QR codes, you need Type 2 (Offline) certificates configured in your Sovos account.
{
  "status": 202,
  "data": {
    "detailsDto": {
      "status": "QrGenerated",
      "keys": [
        {
          "key": "invoiceVerificationUrl",
          "value": "https://qr-test.ksef.mf.gov.pl/client-app/invoice/..."
        },
        {
          "key": "offlineVerificationUrl",
          "value": "https://qr-test.ksef.mf.gov.pl/client-app/certificate/..."
        }
      ]
    }
  }
}

QR code environments

QR code links are environment-specific:

EnvironmentBase URL
Testhttps://qr-test.ksef.mf.gov.pl
Pre-Productionhttps://qr-demo.ksef.mf.gov.pl
Productionhttps://qr.ksef.mf.gov.pl
Important:

Test invoices generate links pointing to test environment, production invoices use production links. Buyers cannot verify test invoices using production QR scanner.

For more details on your responses, see Monitor submission status.