Everhour turns tracked billable work into invoices, while Polish VAT rules require precise tax and KSeF handling.
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Use this page to prepare invoices for work sold in Poland or billed to Polish business clients. The practical goal is a finished invoice that identifies both parties, lists the work clearly, applies the right VAT treatment, and gives the buyer enough detail to approve payment without follow-up.
Poland's indirect tax on invoices is VAT under the Act on tax on goods and services. A Polish VAT invoice must show 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 that date is known and differs from the issue date.
A Polish VAT invoice must 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. For services, write the work in buyer-readable terms, such as "Monthly software development services, March 2026," instead of a vague task label.
The tax section needs the VAT rate, net sales totals split by VAT rate and exempt sales, VAT amount split by rate, and the total amount due. The standard Polish VAT rate is 23%, with a main reduced rate of 8% and authority to apply reduced rates including 5% and 0% for specified supplies.
Polish invoices can use foreign-currency commercial amounts, but VAT amounts must be shown in Polish złoty, converted using the VAT Act currency rules and rounded to full grosze. That detail matters for EUR contracts, because the buyer still needs PLN VAT figures for Polish tax records.
For specified intra-EU transactions, the seller's tax identification number on the invoice is preceded by the country code PL, and the buyer's VAT identification number includes the buyer member state's two-letter VAT code. The general invoice issue 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.
A one-off invoice tool is enough when you need a single Polish VAT invoice, know the buyer details, know the correct VAT treatment, and can store the issued document with your accounting records. It also works for occasional sales where billable time, expenses, approvals, and project profitability do not need a shared record.
A managed workflow fits recurring client work. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, supports client settings and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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 needs the issue date, sequential invoice number, seller and buyer names and addresses, seller and buyer tax identification numbers, and the delivery, service, or payment date when known and different from the issue date. It also needs line descriptions, quantity or service scope, unit net price, discounts, net value, VAT rate, VAT by rate, and total amount due.
Yes. Invoices may include foreign-currency amounts, but VAT amounts must be shown in Polish złoty. The VAT Act currency rules control the conversion, and the VAT amount is rounded to full grosze. A EUR invoice for a Polish buyer still needs PLN VAT figures.
The standard Polish VAT rate is 23%. Poland also has a main reduced rate of 8%, and reduced rates including 5% and 0% apply to specified supplies. Use the rate that matches the goods or services sold, then split net totals and VAT amounts by rate on the invoice.
Mandatory KSeF e-invoicing started on 1 February 2026 for companies with 2024 sales above PLN 200 million including VAT, and on 1 April 2026 for the remaining businesses. Until 31 December 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.
Currency handling causes avoidable problems. A foreign-currency invoice that leaves VAT only in EUR, USD, or another currency fails the Polish requirement to show VAT in PLN. Another common issue is mixing VAT rates without splitting net totals and VAT amounts by rate.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then supports client defaults, invoice customization, and exports to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
Track billable time, exclude non-billable tasks, and generate invoices from approved work. Everhour connects time, rates, client defaults, and accounting exports into one billing workflow.
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