Polish invoices need statutory VAT fields and KSeF awareness. Everhour keeps billable work ready for invoicing.
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A Polish VAT invoice is a payment document and a tax document. It should identify the seller, buyer, transaction, VAT treatment, and total due clearly enough for bookkeeping review. Poland's indirect tax on invoices is VAT under the Act on tax on goods and services, so the tax line, tax IDs, and VAT totals need more care than a simple commercial receipt.
Use the invoice for a finished sale, delivered service, or received advance payment. The general deadline is no later than the 15th day of the month after the month in which goods were delivered, services performed, or an advance payment was received, subject to listed special cases. That date drives your invoice workflow, especially when month-end billing includes many client projects.
A Polish VAT invoice must identify the issue date, a sequential invoice number, seller and buyer names and addresses, seller and buyer tax identification numbers, and the delivery, service, or payment date when it is known and differs from the invoice issue date. For specified intra-EU transactions, the seller's tax identification number is preceded by PL, and the buyer's VAT identification number includes the buyer member state's two-letter VAT code.
Each line should describe the goods or services, show the measure and quantity of goods or scope of services, unit net price, discounts or reductions not included in the unit price, and net transaction value. The tax summary must show the VAT rate, net sales totals split by VAT rate and exempt sales, VAT amount split by rate, and the total amount due.
Poland's standard VAT rate is 23%, with a main reduced rate of 8% and authority to apply reduced rates including 5% and 0% for specified supplies. Choose the rate from the actual supply category, buyer status, and transaction type. A wrong rate creates a tax correction problem, even if the invoice math and payment details look clean.
Foreign-currency invoices need extra attention. Commercial amounts may appear in a foreign currency, but VAT amounts must be shown in Polish złoty, converted using the VAT Act currency rules and rounded to full grosze. A practical invoice can show the euro service fee, then show the VAT amount in PLN so the tax record matches Polish requirements.
A free invoice is enough for a one-time sale, a small client job, or a clean transaction with a known VAT rate and simple payment terms. Poland's KSeF rules add a format decision: mandatory KSeF e-invoicing started on February 1, 2026 for companies with 2024 sales above PLN 200 million including VAT, and on April 1, 2026 for the remaining businesses.
A managed workflow becomes useful when tracked billable time, non-billable work, rates, and client projects need to feed invoices repeatedly. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost. That keeps the invoice source data separate from the tax rules.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A Polish VAT invoice must show the seller and buyer names and addresses, plus seller and buyer tax identification numbers. The invoice also needs an issue date, a sequential invoice number, and the delivery, service, or payment date when that date is known and differs from the issue date.
No. Poland's standard VAT rate is 23%, with a main reduced rate of 8% and authority to apply reduced rates including 5% and 0% for specified supplies. The correct rate comes from the supply, exemption status, and transaction type, so the invoice should split net totals and VAT amounts by rate.
Yes. A Polish invoice may include foreign-currency commercial amounts, such as euro service fees. VAT amounts must be shown in Polish złoty, converted using the VAT Act currency rules and rounded to full grosze. That PLN VAT display is required even when the client pays in another currency.
KSeF structured e-invoicing became mandatory on February 1, 2026 for companies with 2024 sales above PLN 200 million including VAT, and on April 1, 2026 for the remaining businesses. Until December 31, 2026, taxpayers may still issue paper or ordinary electronic invoices outside KSeF if monthly gross sales on invoices subject to mandatory KSeF do not exceed PLN 10,000.
The general deadline is no later than the 15th day of the month after the month in which goods were delivered, services performed, or an advance payment was received. Listed special cases can change that timing, so recurring billing should track the supply date separately from the invoice issue date.
Everhour lets admins set project billing status, mark specific tasks as non-billable, apply custom task rates, and set member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so invoiceable work stays visible before the invoice is prepared.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, group invoice line items by project, task, person, or date, and keep invoiced time from being reused on later invoices.
Track billable and non-billable work before the invoice stage. Everhour keeps project billing status, task exceptions, custom rates, and admin billable reports connected to invoicing.
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