Polish VAT invoices require statutory fields and KSeF timing. Everhour keeps billable work organized before billing.
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A business billing a Polish customer needs an invoice that identifies the seller, buyer, transaction, tax treatment, and amount due. Polish VAT invoices are governed by the Act on tax on goods and services, so the document needs more than a client name and final price. The practical goal is a finished invoice that a customer can approve, a bookkeeper can post, and a tax file can support.
Use the page to organize the invoice before sending it. Confirm the issue date, invoice number, buyer and seller details, tax IDs, delivery or service date, line items, VAT treatment, and payment total. For cross-border or foreign-currency work, keep the commercial amount clear while showing VAT in Polish złoty where Polish VAT rules require it.
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 issue date. For specified intra-EU transactions, the seller's tax identification number uses the PL country code, and the buyer's VAT ID uses that member state's two-letter 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 section 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 uses VAT, with a 23% standard rate, a main reduced rate of 8%, and authority to apply reduced rates including 5% and 0% for specified supplies. Do not place a reduced rate on an invoice unless the supply qualifies. A service invoice with mixed VAT treatment needs separate net totals and VAT amounts by rate, because one blended tax line hides the calculation.
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. 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 one-off invoice tool is enough when you need a single document, already know the buyer details, and can confirm the VAT rate, PLN tax amount, payment term, and KSeF route yourself. It also works for simple consulting or project invoices where the line items are already approved and no one needs to review time records before billing.
A managed workflow fits recurring client work, multi-person projects, and invoices built from tracked billable time. Everhour supports 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 structure keeps the invoice total connected to approved work instead of a reconstructed spreadsheet.
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 complete Polish VAT invoice includes 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 that date is known and differs from the issue date. It also needs line-item descriptions, quantity or scope, unit net price, discounts, net totals, VAT rates, VAT amounts by rate, and total due.
Yes. Invoices may include foreign-currency commercial amounts, but VAT amounts must be shown in Polish złoty. The VAT amount must be converted using the VAT Act currency rules and rounded to full grosze. This matters when a contract is priced in euros, dollars, or another currency but Polish VAT appears on the invoice.
The standard Polish VAT rate is 23%. Poland also has a main reduced rate of 8% and authority to apply reduced rates including 5% and 0% for specified supplies. The invoice should show the rate that applies to each line, with net totals and VAT amounts split by rate rather than merged into one total.
Yes, for most businesses under the phased mandate. 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. Until December 31, 2026, a temporary deferral applies when monthly gross sales on invoices subject to mandatory KSeF do not exceed PLN 10,000.
The common mistake is treating a foreign-currency invoice as complete without showing VAT in PLN. Another frequent error is using one total VAT amount when the invoice has lines taxed at different rates or exempt sales. Split the net totals and VAT amounts by rate, then show the total amount due clearly.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions when a person's work should not be billed. Reports can show billable time, non-billable time, billable amount, and cost before the invoice is prepared.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices, calculates amounts from rates and billable expenses, and excludes non-billable work. Invoice line items can be grouped by project, task, person, date, or another available breakdown so recurring billing stays consistent.
Track billable and non-billable time before invoice day. Everhour connects billing status, task rates, member exceptions, and reporting so Polish invoices start from approved billable records.
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