| Purpose | Understand the Poland-specific recipient requirements and KSeF behavior that apply when issuing invoices in Cloudbeds PMS. |
| Best for | Front desk teams, property managers and general managers, and property administrators at properties in Poland. |
| Use this when | You are creating an invoice for a company or individual and need to know which billing details to enter and whether the document will be submitted to KSeF. |
| Requirements | The property's Poland KSeF fiscalization setup must be completed before issuing invoices that require KSeF clearance. See Set up Poland KSeF fiscalization. |
| Expected result | You can enter the correct recipient information, understand which invoice scenario Cloudbeds applies, and know whether the document is submitted to KSeF. |
| Limitations | Cloudbeds determines the Poland invoice scenario automatically from the recipient type and billing country. Staff do not manually select a B2B or B2C fiscalization scenario. |
Introduction
When an invoice is created for a property in Poland, Cloudbeds determines how the document should be handled from the recipient type, billing country, and applicable invoice conditions. Company invoices are submitted to KSeF through Invopop, while invoices to individual guests are issued without KSeF clearance.
If you need an introduction to the Poland fiscalization model, supported fiscal documents, and which invoices are submitted to KSeF, review Poland KSeF fiscalization overview.
This article focuses on the Poland-specific information to enter and the resulting fiscalization behavior. For the general steps to create, issue, and download an invoice from a reservation, follow Generate and download invoices.
Table of contents
- Who this affects and how
- How Cloudbeds determines the invoice scenario
- Enter billing information by recipient type
- Simplified invoices
- Advance and settlement invoices
- KSeF reference for company invoices
- Foreign company invoice delivery
- Troubleshoot Poland invoice behavior
Who this affects and how
Poland invoice behavior affects front desk staff creating invoices as well as managers and administrators who oversee fiscal-document workflows.
| Role | What to know |
|---|---|
| Front Desk | Enter the recipient type, billing country, and required billing information accurately. These details determine whether the invoice is treated as B2B or B2C and whether it is submitted to KSeF. |
| Manager/GM | Understand when company invoices clear through KSeF, when advance and settlement invoices are created, and how foreign-company invoices must be delivered. |
| Admin | Maintain the Poland KSeF setup and investigate configuration dependencies when an invoice cannot be submitted. |
How Cloudbeds determines the invoice scenario
Cloudbeds determines the invoice scenario automatically from who is being billed and where the recipient is based. The billing country, not the guest's nationality, determines whether a recipient is domestic or foreign.
| 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 |
Private guest in Poland: Leave the NIP field blank when the guest is being billed as an individual. Entering a NIP reclassifies the document as a company invoice and submits it to KSeF. If the guest wants the invoice issued to a company, use the company billing details instead.
Enter billing information by recipient type
The billing information required for the invoice depends on whether the recipient is a company or an individual and whether the billing address is in Poland.
Expand the scenario that applies to the invoice you are issuing.
Invoice a company in Poland
A Polish company invoice follows the B2B domestic path and is submitted to KSeF automatically.
Enter the following billing information:
- Company Legal Name
- Company NIP (Tax ID Number)
- Fiscal Address
- Fiscal City
- Fiscal ZIP
- Fiscal Country
Fiscal Voivodeship is optional.
After KSeF accepts the document, the invoice receives an official KSeF clearance reference.
Invoice a company outside Poland
A company outside Poland follows the B2B foreign path and is also submitted to KSeF.
Enter the following billing information:
- Company Legal Name
- Company tax ID
- Fiscal Address
- Fiscal City
- Fiscal ZIP
- Fiscal Country
Fiscal Voivodeship is optional.
Set the company's country first. When the company is based outside Poland, the billing form uses the company's own national tax ID instead of a Polish NIP. A Polish NIP is not required for a foreign company.
Invoice an individual in Poland
An individual in Poland follows the B2C domestic path. The invoice is issued as a normal document and is not submitted to KSeF.
Enter the following billing information:
- First Name
- Last Name
- Street Address
- City
- Postal / ZIP Code
- Country
Leave the NIP field blank when billing the guest as an individual. Entering a NIP changes the invoice to the company path and causes it to be submitted to KSeF.
Invoice an individual outside Poland
An individual outside Poland follows the B2C foreign path. The invoice is issued as a normal document and is not submitted to KSeF.
Use the same individual billing fields as the B2C domestic scenario:
- First Name
- Last Name
- Street Address
- City
- Postal / ZIP Code
- Country
Complete the Country field accurately because the billing country determines whether the individual invoice is domestic or foreign.
Simplified invoices
A simplified invoice is a shorter document for eligible small-value sales to individuals. No billing details are collected for this invoice type, and the document is not submitted to KSeF.
A simplified invoice can be used only when:
- The recipient is an individual. It is not offered for a company, group, or group profile.
- The invoice total is at or below the threshold configured for the property.
- Simplified invoices are enabled for the property.
| Setting | Behavior |
|---|---|
| Default threshold | 5000 PLN |
| Maximum threshold | 5000 PLN. The threshold cannot be raised above this amount. |
| Editable range | 0 to 5000 PLN |
| Invoice exceeds threshold | Cloudbeds prompts the user to switch to a full invoice. |
If the simplified invoice option is not available, confirm that the recipient is an individual and the total is within the configured threshold. Simplified invoices must also be enabled for the property.
Advance and settlement invoices
Cloudbeds automatically determines whether a standard, advance, or settlement invoice is needed based on the status of the selected charges. Staff do not manually choose an advance invoice from a list.
| Document | Polish term | When it is created |
|---|---|---|
| Standard invoice | Faktura | The selected charges are settled. |
| Advance invoice | Faktura Zaliczkowa (ZAL) | The selected charges are still pending when the invoice is created. |
| Settlement invoice | Faktura Rozliczeniowa (ROZ) | The final invoice is created after an advance invoice. It references the advance and deducts the amount already paid. |
| Credit note | Faktura korygująca | A correction or refund is issued. |
If you expected a standard invoice but Cloudbeds created an advance invoice, check whether the selected charges were still pending when the invoice was created. Advance invoice creation is automatic for Poland and cannot be disabled at the property level.
KSeF reference for company invoices
A company invoice submitted to KSeF has both a Cloudbeds invoice number and a KSeF clearance reference. These identifiers are not interchangeable.
| Identifier | What it is used for |
|---|---|
| Cloudbeds invoice number | The invoice number assigned by Cloudbeds. |
| KSeF reference | The official clearance reference assigned by KSeF after it accepts the invoice. Use this reference when an accountant, billed company, or auditor needs to trace the invoice in the government system. |
Foreign company invoice delivery
Invoices issued to companies outside Poland are still submitted to KSeF for fiscalization. However, foreign recipients cannot access KSeF directly because it is a Polish government system.
The property must provide the fiscal document to the foreign recipient through another channel, typically email, and include the KSeF verification code.
Troubleshoot Poland invoice behavior
Use these checks when an invoice follows an unexpected Poland fiscalization path.
An invoice to a private guest was submitted to KSeF
Check whether a NIP was entered on the individual billing form. A NIP reclassifies the document as a company invoice. When billing a private guest as an individual, leave the NIP field blank.
An advance invoice was created instead of a standard invoice
Check the status of the selected charges at the moment the invoice was created. If the charges were still pending, Cloudbeds automatically creates an advance invoice, or Faktura Zaliczkowa (ZAL). This behavior cannot be disabled for the property.
A foreign company cannot find its invoice in KSeF
Foreign recipients cannot log in to KSeF. Send the invoice to the recipient through another channel, typically email, and include the KSeF verification code.
The simplified invoice option is missing
Confirm that the recipient is an individual and that the invoice total is at or below the property's configured threshold. Simplified invoices must also be enabled for the property. If the property meets these conditions and the option is still unavailable, contact the property's account manager.
The invoice is blocked because a payment method is not configured
This means a payment method used on the transaction has not been mapped for Poland fiscalization. A property administrator must go to Account > Settings > Fiscalization, open the Invopop · KSeF connection, and map the missing method on the Payment methods tab.
Related articles
Use these resources to review the Poland fiscalization model, configure the KSeF connection, or follow the general Cloudbeds invoice workflow:
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