| Purpose | Understand how Poland KSeF fiscalization works in Cloudbeds and which invoices are submitted to KSeF. |
| Best for | Front desk teams, property managers and general managers, property administrators, and owners at properties in Poland. |
| Use this when | You need to understand Poland-specific fiscalization behavior, which invoice scenarios clear through KSeF, and which fiscal document types Cloudbeds supports. |
| Requirements | The property's Poland KSeF connection must be enabled. |
| Expected result | You can identify which Poland invoice scenarios are submitted to KSeF and understand the main document types and identifiers used in the workflow. |
| Limitations | This fiscalization flow is for properties in Poland. Invopop is the fiscal partner used to connect Cloudbeds with KSeF. |
Introduction
Properties in Poland can use Cloudbeds PMS to issue fiscal invoices that comply with Poland's KSeF electronic invoicing requirements. Cloudbeds connects to KSeF through Invopop, which converts supported fiscal documents to the required FA(3) format and submits eligible invoices to the Polish tax authority.
KSeF uses a clearance model. An invoice that is required to clear through KSeF becomes valid after KSeF accepts it and returns an official reference number. Invoices issued to individual guests are not submitted to KSeF.
This article explains how Poland KSeF fiscalization works, which invoices are submitted to KSeF, and the Poland-specific fiscal document behavior to understand before setup or daily invoicing.
Table of contents
- Who this affects and how
- How Poland KSeF fiscalization works
- Which invoices are submitted to KSeF
- Supported fiscal document types
- Cloudbeds invoice number and KSeF reference
- Foreign company invoices
- Advance and settlement invoices
- Before using Poland KSeF fiscalization
Who this affects and how
Poland fiscalization affects different property roles depending on whether they configure the connection, issue invoices, or oversee the property's fiscal-document workflow.
| Role | What to know |
|---|---|
| Front Desk | Company invoices and individual-guest invoices follow different Poland fiscalization paths. Review which invoices are submitted to KSeF before issuing fiscal documents. |
| Manager/GM | Understand the supported fiscal document types, how KSeF clearance works, and when Cloudbeds creates advance or settlement invoices. Review supported fiscal document types. |
| Admin | Complete and maintain the Poland KSeF connection required for the property. Review what must be prepared before using Poland KSeF fiscalization. |
| Owner | Use this overview to understand how Cloudbeds connects to KSeF through Invopop and which invoice scenarios are handled through the integration. |
How Poland KSeF fiscalization works
For properties in Poland using the KSeF connection, Cloudbeds routes eligible fiscal documents through Invopop. Invopop converts the document to the FA(3) XML format required by KSeF and submits it to the Polish tax authority.
KSeF uses a clearance model. An in-scope invoice becomes valid after KSeF accepts it and assigns an official clearance reference. This is different from systems where invoices are reported to the authority after they are issued.
Properties do not select a fiscal provider for Poland. Invopop is the fiscal partner used to connect Cloudbeds with KSeF.
Which invoices are submitted to KSeF
Cloudbeds determines the Poland invoice scenario from the recipient type and billing country. Staff do not select the fiscalization scenario from a list.
| Recipient | Billing country | Invoice scenario | Submitted to KSeF |
|---|---|---|---|
| Company | Poland | B2B domestic | Yes |
| Company | Outside Poland | B2B foreign | Yes |
| Individual | Poland | B2C domestic | No |
| Individual | Outside Poland | B2C foreign | No |
| Individual, eligible small-value sale | Any country | Simplified invoice | No |
For this classification, the recipient's billing country determines whether the invoice is domestic or foreign. The guest's nationality does not determine the scenario.
Supported fiscal document types
Cloudbeds supports several fiscal document types for properties using Poland fiscalization. The document produced depends on the transaction and invoicing scenario.
| Document type | When it is used |
|---|---|
|
Standard invoice Faktura |
Used for regular invoicing when the selected charges are settled. |
|
Credit note Faktura korygująca |
Used for a correction or refund. |
|
Advance invoice Faktura Zaliczkowa (ZAL) |
Created when the selected charges are still pending at the time the invoice is issued. |
|
Settlement invoice Faktura Rozliczeniowa (ROZ) |
Created as the final invoice after an advance invoice. It references the advance and deducts the amount already paid. |
| Simplified invoice | Available for eligible small-value sales to individuals when simplified invoices are enabled for the property. |
Cloudbeds invoice number and KSeF reference
Company invoices submitted to KSeF use two different identifiers. They serve different purposes and should not be treated as the same number.
| Identifier | What it means |
|---|---|
| Cloudbeds invoice number | The document number assigned by Cloudbeds. |
| KSeF reference | The official clearance reference returned by KSeF after it accepts the invoice. |
When an accountant, billed company, or auditor needs to trace an invoice in KSeF, use the KSeF reference rather than the Cloudbeds invoice number.
Foreign company invoices
Invoices issued to companies outside Poland are also submitted to KSeF. When billing a foreign company, use the company's own national tax ID rather than a Polish NIP.
Foreign recipients cannot log in to KSeF. Cloudbeds still submits the invoice for fiscalization, but the property must provide the invoice to the customer through another channel, typically email, including the KSeF verification code.
Advance and settlement invoices
Poland fiscalization handles prepayments through advance and settlement invoices. Cloudbeds determines the appropriate document based on the status of the selected charges.
If the selected charges are still pending when the invoice is created, Cloudbeds automatically creates an advance invoice, or Faktura Zaliczkowa (ZAL), instead of a standard invoice.
When the stay is later settled, the closing document is a settlement invoice, or Faktura Rozliczeniowa (ROZ). The settlement invoice references the advance invoice and deducts the amount already paid.
Advance invoice creation is automatic for Poland when the selected transaction is still pending. There is no property-level setting to disable this behavior.
Before using Poland KSeF fiscalization
The Poland KSeF connection must be configured before staff can use the fiscalization workflow. Setup includes the property's legal and tax information, a KSeF certificate and private key, tax-code mapping, and payment-method mapping.
The property obtains its KSeF certificate and private key through the KSeF portal. Cloudbeds and Invopop do not issue, verify, or reset these credentials.
After setup is complete, staff can use the standard Cloudbeds invoice-creation workflow. Poland-specific recipient information and fiscalization behavior determine whether the document is submitted to KSeF.
Related articles
Now that you understand how Poland KSeF fiscalization works, use these resources to configure the Poland connection, issue invoices with the correct recipient information, or review the broader Cloudbeds fiscal-document framework:
Comments
Please sign in to leave a comment.