Set up Poland KSeF fiscalization

Introduction

Before a property in Poland can submit eligible company invoices to KSeF, the Poland KSeF connection must be configured in Cloudbeds PMS. Setup includes registering the property's legal and tax information, uploading its KSeF certificate, and mapping the property's tax codes and payment methods.

Cloudbeds connects to KSeF through Invopop. The property is responsible for obtaining its KSeF certificate and private key from the KSeF portal before completing the Cloudbeds configuration.

If you first need an explanation of the Poland fiscalization model, supported document types, and which invoices are submitted to KSeF, review Poland KSeF fiscalization overview.

Complete the setup in the order shown in this article. Registration must be completed before the KSeF certificate can be uploaded.

Table of contents

• Before you start
• Open Poland fiscalization settings
• Complete registration
• Upload the KSeF certificate
• Map tax codes
• Map payment methods
• Review currencies and customization
• Troubleshoot Poland KSeF setup

Before you start

Gather the property's legal registration information and KSeF credentials before starting the configuration. The KSeF certificate, private key, and password are created outside Cloudbeds.

Open Poland fiscalization settings

Use the Fiscalization settings in Cloudbeds PMS to access the property's Poland KSeF configuration.

1. Open Account and go to Settings > Fiscalization.
2. Find the Poland fiscal partner and open the Invopop · KSeF connection.

The Fiscalization page shows the active Poland provider and the fiscal document types routed through Invopop.

Complete registration

The Registration tab identifies the legal entity that will issue fiscal documents. Complete this tab before uploading the KSeF certificate.

Enter the property's information in the Registration fields:

The Registration tab shows the company information, registered address, and contact email stored for the Poland fiscalization connection.

Upload the KSeF certificate

After Registration is complete, use the Certificate tab to add the credentials Cloudbeds uses to authenticate submissions to KSeF.

Upload all three required items:

Poland authenticates KSeF submissions with the certificate. There is no separate KSeF username and password step in this configuration.

The Certificate tab contains the Authentication section where the KSeF certificate, private key, and certificate password are added.

Map tax codes

Use the Tax codes tab to map the property's configured VAT rates to the government tax categories used for Poland fiscalization.

The standard Polish VAT tiers documented for this connection are:

• General: 23%
• Reduced: 8%
• Super reduced: 5%

Confirm that each property tax rate is mapped to the appropriate government category before completing the setup.

The Tax codes tab shows the property's VAT rates and the government tax category selected for each one.

Map payment methods

Every payment method used by the property must be mapped on the Payment methods tab. An invoice containing a payment method that has not been mapped cannot be submitted successfully.

Map each property payment method to one of the supported Poland fiscal payment codes:

The Payment methods tab lists the property's available payment methods and lets you select the corresponding fiscal payment type for each one.

Review currencies and customization

The Currencies and Customization tabs do not require the same setup as Registration, Certificate, Tax codes, and Payment methods.

Currencies

No currency configuration is required for Poland. PLN is the property currency used for the Poland fiscalization connection and is always available on this screen.

The Currencies tab shows Polish Zloty (PLN) as the property currency and default currency.

Customization

The Customization tab is optional. Cloudbeds applies default invoice-template settings, but the property can use this tab to configure supported template options such as the invoice logo, logo height and placement, locale, date format, layout, brand color, and font.

The Customization tab contains the Branding and Document Settings used to adjust the appearance of fiscal documents.

Troubleshoot Poland KSeF setup

Use these checks when the property cannot complete registration, upload its certificate, or submit an invoice because of a setup dependency.

Next Operational Step

After the Poland KSeF configuration is complete, continue to Issue invoices with Poland KSeF fiscalization to review the recipient information required for each invoice scenario and understand when documents are submitted to KSeF.