Starting in February, the Spirit24 app introduces the “Scan KSeF QR” function. It’s a small change in how things work, but a big convenience when you receive only a QR code instead of a traditional invoice—confirming the document is already in the system. Before we get to the how-to, let’s clarify the basics: What is KSeF, KSeF from when and why is the market switching to this model at all?
What is KSeF?
KSeF, or the National e-Invoice System, is a government platform where invoices are issued and made available in electronic (so-called structured) form. In practice, it works like this: the seller issues an invoice in KSeF, and you can receive it and confirm its existence in the system—sometimes you get the full document (e.g., PDF), and sometimes only a QR code as the “key” to the invoice available in KSeF. Thanks to this, Spirit24 lets you quickly forward the document for accounting, even if you don’t have a traditional paper invoice at hand.
When does KSeF start?
The National e-Invoice System will become mandatory in 2026. The regulations will be introduced in stages:
- From February 1, 2026, electronic invoicing will become mandatory for large companies with sales above PLN 200 million in 2024. At the same time, small and medium-sized businesses will already need to receive purchase invoices via KSeF.
- From April 1, 2026, the system will cover all other taxpayers – both active and VAT-exempt (except the smallest).
- From January 1, 2027, the smallest entities with monthly sales up to PLN 10,000, considered “digitally excluded,” will join KSeF.
KSeF: Why these changes?
The direction is clear: digitize document circulation and standardize invoicing. That’s why many companies are already providing customers with a QR code as confirmation (instead of a printed invoice or PDF). Spirit24 addresses this by adding a QR scanning option.
Many people also ask: “how does KSeF work?” From the user’s perspective, it looks like this: the seller issues the invoice in KSeF, and you get access to the document in the system (sometimes via QR). Spirit24 helps you quickly pass this information/document along for further handling—without manually copying data.
What does this actually change in practice?
The most important thing from the perspective of day-to-day work is that KSeF is already changing the way documents are shared: increasingly, you get a QR code as confirmation instead of an invoice, indicating KSeF invoices are available in the system. That’s exactly why the “Scan KSeF QR” feature is showing up in Spirit24 now, regardless of exactly when KSeF becomes mandatory for specific groups.
Glovo/Uber Eats/Wolt couriers: receipts, on-the-go shopping and quick cost management
If you deliver by car or your own scooter with Glovo, Uber Eats or Wolt, your costs usually include fuel and car washes, windshield washer fluid, bulbs, oil, small parts and servicing. Couriers delivering by bicycle also have vehicle maintenance expenses: an inner tube, chain, brake pads or lights. You should know that more and more often, instead of a classic invoice you’ll receive a QR code as confirmation that the document is in KSeF, so you don’t need to keep paper receipts or ask for a PDF to be emailed. In Spirit24, you select “Scan KSeF QR”, scan it, and you’re done immediately before the next order comes in.
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Taxi drivers: quick costs between fares
For taxi drivers at Uber, Bolt and Freenow, “business” purchases happen during breaks between jobs: fuel, car wash, parking, or sometimes car accessories. When the seller uses KSeF and gives you a QR instead of a PDF, you don’t need to ask for a resend or quickly take a snapshot. You simply open Spirit24, scan the code, and forward the document for accounting. It’s especially convenient if you’re wondering things like: “When does KSeF become mandatory?” or “When is KSeF coming in?”, because regardless of the deadlines, this way of collecting expenses is already simplifying your day-to-day work.
“Scan KSeF QR” in Spirit24 – when to use it?
Use this option when a seller/contractor uses KSeF and gives you a QR code instead of a paper or PDF invoice.
Most common scenarios:
- Gas station: you get a printout or a screen with a QR code as confirmation that KSeF invoices are in the system
- Service point or store: instead of receiving a PDF by email, you get a QR code for KSeF
- B2B contractor: during the purchasing process, provides a QR because the invoice was issued in KSeF
When does nothing change?
If you receive a traditional invoice (paper, PDF) – you add it in Spirit24 just like before. The new option is simply an additional path in case you have an invoice with a QR code.
Step-by-step instructions: how to add an invoice via KSeF QR in Spirit24
Below is a simple guide. Use this option if the seller/contractor uses KSeF and gives you a QR instead of a paper or PDF invoice.
A. Prepare the document
- Request the invoice as usual (NIP, company details)
- If instead of an invoice you receive a KSeF QR code (on printout or on screen), get it ready for scanning
- Make sure the QR code is readable: it’s not blurry, not cut off, and has no glare (e.g., from a lamp or the sun)
Practical tip: if the QR is on the seller’s phone screen, ask them to increase the screen brightness and hold the phone steady for 2–3 seconds.
B. Scan the QR in the Spirit24 app
- Open the Spirit24 app
- Select the “Scan KSeF QR” option
- Point the camera at the QR code and wait for the app to read it
- Confirm adding the document (according to prompts in the app)
If the scan doesn’t work the first time, usually the following helps:
- Wipe the camera lens
- Move the phone back a few centimeters
- Change the angle (to remove glare)
KSeF QR vs. traditional invoice – quick comparison
| What you get from the seller | What you do in Spirit24 | Does anything change? |
|---|---|---|
| Paper invoice | Add as before | No |
| Invoice PDF | Add as before | No |
| KSeF QR code | Use “Scan KSeF QR” | Yes, this is a new option |
Why does this make life easier?
Scanning a QR speeds up document submission when you don’t physically have the invoice (or it’s not in your email). It’s especially convenient when traveling, on business purchases, or in situations where you “need to add it right away or you’ll forget later.”
So, if you’re wondering what these rules really change in your daily processes: it’s mainly the way documents are delivered. More and more often KSeF invoices “don’t come” as PDFs but are available in the system – and you get a shortcut to them in the form of a QR.
Summary
The new “Scan KSeF QR” feature in Spirit24 (available from February) is for people who, instead of a classic invoice, receive a QR code confirming a document in KSeF. If you have paper/PDF – do it the old way. If you have a QR – scan it and forward the document faster.
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