• E-invoice

E-invoice

What is an e-invoice?

Electronic invoices (e-invoices) replace hardcopy invoices. They are sent to the e-mail ­ address given in the acceptance form instead of being delivered by Polish Post (traditional mail). E-invoices have the form of PDF files, are electronically signed and furnished with a Qualified Time Stamp. E-invoices have the same accounting and tax features as traditional (hard-copy) invoices.

What are the benefits of e-invoicing?

E-invoices facilitate expense planning as they are received much in advance. Consequently, delays in the payments and their unpleasant consequences are eliminated - an e-invoice comes always on time.

When using e-invoices, you can get rid of hardcopies of documents that take up space in your office (e-invoices are stored in an e-folder). When choosing the electronic format, the Client or their company is not exposed to the risk of undesired data disclosure as e-invoices are sent directly to the e-mail address of the indicated recipient. With such solution in place, you can pick up the document at any place with an Internet access. Additionally, an e-invoice does not use up natural resources and is environmentally friendly.

How does the e-invoice differ from the hardcopy?

Hardcopy and electronic invoices have the same legal value. They simply differ in the way how they are submitted.

How much does my company have to pay for e-invoicing?

The e-invoicing service is free of charge.

Can I stop receiving e-invoices?

Yes, you can. To stop receiving e-invoices, you should send a Resignation Form by registered mail to the address given in the form.

Having received the Resignation Form, we will stop sending e-invoices as of the day following the form receipt.

Your future invoices will be sent as hardcopies.

Download "Withdrawing acceptance" form

How can I order e-invoices and when will I receive my first e-invoice?

In order to receive electronic invoices, you should send the completed Acceptance Form, to be found in the downloads section, by registered mail to the address given in the form.

You will receive your first e-invoice no earlier than one day upon receipt of the Acceptance Form by our company.

Download Acceptance form

Can I change the e-mail address for e-invoicing?

In order to change the e-mail address for e-invoicing, you should send the completed Address Change Form, to be found in the Downloads section, by registered mail to the address given in the form.

Download "Change of e-mail address" form

What should I do if an e-invoice has been deleted / lost?

If an e-invoice has been lost, please report it to us and we will send you a duplicate.

On which day is the e-invoice deemed delivered?

The e-invoice delivery date is the date on which the electronic message enters your e-mail server.

Can I receive electronic and hardcopy invoices at the same time?

No, invoices can be provided in one form only.

How should I store electronic invoices?

All invoices sent in the electronic form should be stored electronically. Consequently, electronic invoices cannot be printed out and deleted. The original format in which the e-invoice was sent must be kept to ensure the authenticity of its origin and integrity of its contents and, most importantly, its legibility over the entire period. Such invoice cannot be altered, divided or corrected.

In what form should the electronic invoices be provided to the Tax Office to be examined?

Upon request of the Tax Office or another tax authority, invoices should be provided in the electronic form to the extent that their contents can be read and printed out.

How can I check whether an invoice was duly signed?

You can open the received e-invoice file (PDF) in the SignatureVerificator application and then verify whether the signature has been duly made.

What is an e-signature?

E-signature, i.e. an electronic signature, is a signature that was attached to an electronic document to identify the person making the electronic signature.

What is a time stamp?

By using the Qualified Time Stamp, we can be sure when a document was created and that the date was not changed. Technologies used to sign our electronic documents guarantee that the signed documents are correct and reliable.

Do I need any specialist software to handle e-invoices?

No, our e-invoice can be verified with the free-of-chargeSignatureVerificator application and the document can be opened with any free application designed to read PDF files (e.g.: Acrobat Reader).

Do I have to purchase an e-signature to receive e-invoices?

No, you do not need to have your own e-signature to obtain our invoices.

Is the e-invoice safe?

Yes, each e-invoice bears an e-signature and a time stamp verified by a qualified certificate. Consequently, the invoice recipient can verify whether the invoice comes from the right place and make sure that the contents have not been modified since the invoice was issued.

What is the legal basis for e-invoicing?

Electronic Signature Act dated 18 September 2001(Journal of Laws no. 130, item 1450, as amended) and the Minister of Finance Regulation dated 14 July 2005 on issuing and sending electronic invoices and keeping and presenting such invoices to tax or tax audit authorities (Journal of Laws no. 133, item 1119).

What are the operating system requirements for the Verifying Application?

Windows 2000 Service Pack 3; Windows 98; Windows 98 Second Edition; Windows ME; Windows Server 2003; Windows XP Service Pack 2, Windows Vista.

What are the minimum hardware requirements for the Verifying Application?

  • compliance with the requirements of the operating system used and the NET Framework technology in the 2.0 version
  • computer with an at least 800 MHz Intel Pentium/Celeron, or AMD Athlon/Sempron or another compatible processor;
  • 10 MB of free space on the hard disc to install the programme;
  • min. 256 MB RAM, for Windows Vista min. 1 GB; and
  • min. SVGA card (800x600).

Request an e-invoice

faktury [at] alphabet.pl