Which KSeF software offers good value for a small business?

The cost of KSeF software itself can be PLN 0. Poland’s Ministry of Finance provides a free Taxpayer Application for issuing, receiving and viewing invoices and corrections. A paid product is worth considering when its additional features meet an actual business need.

Among the offers compared, IFIRMA Faktura+ costs PLN 150 net per year, wFirma Fakturowanie i CRM costs PLN 25 net per month and KSeFGPT Medium costs PLN 99 net per month. Their scope differs: receiving purchase invoices from KSeF in wFirma requires an accounting package costing PLN 60 net per month.

A budget should cover 12 months of paid use, necessary add-ons, setup and handling time. Prepayment, promotions and a free trial are separate conditions. Prices and offer details in this comparison are dated September 18, 2026.

A Polish sole trader, known as a JDG, might issue three invoices a month while receiving dozens of purchase invoices and managing several customer conversations. The sales-invoice count alone therefore says little about the work required. Define the tasks first, then compare the prices of suitable plans. Our guide to KSeF software for small businesses covers the broader selection criteria.

KSeFGPT publishes this article and its own product appears in the comparison. The comparison uses providers’ public prices and feature descriptions. It is not a test of support quality or extraction accuracy, nor a ranking of every product on the market. Cost scenarios are illustrative models you can adapt to your business.

What does the first year cost?

How do prepayment and promotions affect the price?

Three budgets for a sole trader

How should PDF and OCR allowances be costed?

When does CRM justify a higher price?

Where should you buy and what should you check?

The author’s perspective

Questions about KSeF software prices

A meaningful price comparison connects each plan with the work it covers and the payment terms.

The table models 12 paid months at the prices available on the comparison date, without assuming future increases, discounts or add-ons. All amounts are net, excluding VAT. The model does not subtract a trial period and does not imply that each provider sells annual prepaid access on these terms.

Scope: the figures cover software. An external accountant’s service, data migration and paid add-ons are not automatically included.

VAT: assuming 23% VAT, a PLN 99 net subscription means a PLN 121.77 gross monthly payment and PLN 1,461.24 gross for 12 payments. Keep the cash payment separate from any VAT recovery in your budget. Business use alone does not establish a right to recover VAT.

Fakturownia’s price list also displays PLN 12.49 for Start and PLN 28.46 for Standard net per month in the version without a promotional code. The final amount depends on the selected period and order terms. These rates are not used here to promise a fixed annual bill. The payment period is the next detail to check.

The monthly figure on a product card can be an equivalent rate for a longer commitment. IFIRMA Faktura+ requires PLN 150 net for a year. For IFIRMA’s self-service accounting, 12 payments of PLN 54 total PLN 648, while annual prepayment costs PLN 588. The PLN 60 subscription difference requires a larger payment at the beginning.

Purchase channel: Fakturownia’s documentation specifies a minimum of 12 months for Start bought through the website and 6 months for the other paid plans. Monthly payment is available through its mobile app. Do not assume that the app store charges the rate shown on the website.

Promotion: check how long a code applies, what is payable now and the renewal price. A discount message does not establish a lower cost for every later year.

Trial: KSeFGPT offers 7 days of PRO after registration, rather than a permanent free plan. Use the trial to check your own invoices and CRM work. The separate guide to KSeF subscriptions and perpetual licences explains purchasing models. These distinctions make it easier to build a budget for a specific business.

These are editorial examples. Each assumes one owner operating one company, with no additional employees and no transfer of the accountant’s service to the software provider. An accountant’s fee remains a separate budget item.

Occasional sales: at three invoices per month, first consider the free MF tool or a suitable free commercial plan. A fourth invoice in one month can exceed the commercial allowance. That does not mean a paid subscription becomes mandatory: the MF tool remains a free alternative.

Regular sales and purchases: an owner issuing 10 invoices and receiving 20 purchase invoices from KSeF per month needs both directions. IFIRMA Faktura+ advertises the integration at PLN 150 net per year. In wFirma, the accounting module is required at PLN 60 net per month, or PLN 720 in the annual model. The PLN 25 plan cannot be treated as equivalent for this job.

Self-service accounting: if the owner also wants a Polish revenue and expense ledger, known as KPiR, or a lump-sum revenue register and tax returns, compare accounting products. KSeFGPT organises invoices and related work; it is neither an accounting service nor a replacement for a complete accounting product.

These amounts show the cost of the stated scope, not a quality advantage. Add documents outside KSeF to each budget, because reading them may involve a separate charge.

Documents are not always counted in the same way. Fakturownia counts OCR by the number of pages in a purchase document. KSeFGPT limits imported PDF files separately from invoices created in its form. Retrieving a structured invoice from KSeF is not a scan-reading operation.

Document type: establish whether you are handling a supplier’s purchase invoice or source material for your own sale before its first submission. Purchase-document OCR is not automatically a converter for every sales invoice into KSeF. Do not reissue an invoice already accepted by KSeF from its PDF.

Package validity: Fakturownia OCR 250 costs PLN 100 net for 250 pages valid for 90 days. Using all 250 gives PLN 0.40 per page. If you use only 60 pages from that extra package before expiry, the cost per page actually used is approximately PLN 1.67. This is a usage model, not a change to the price list.

Plan threshold: KSeFGPT Medium includes up to 20 PDF imports per month and Pro up to 100. A recurring need for 21 requires a solution beyond Medium’s PDF allowance. If you choose Pro solely for that reason, the price difference is PLN 400 net per month, or PLN 4,800 in a year model. First consider other available data formats and the other plan features.

A prepaid allowance has value only when you need and use it. Apply the same reasoning to CRM.

A service business starts work before issuing an invoice: recording an agreement, tracking a potential order and scheduling the next contact. KSeFGPT brings counterparties, sales opportunities and tasks together with invoice work. Starting an invoice from a customer card copies buyer details into the form. You still complete the document and approve submission; winning an opportunity does not automatically issue an invoice.

Scope: Medium allows up to 10 opportunities and 10 tasks; Pro advertises CRM without limits. Do not interpret Medium’s limit as monthly or as applying only to active items. wFirma and IFIRMA also offer CRM, so its mere presence is not an exclusive KSeFGPT advantage.

Replaced tools: deduct only subscriptions you will actually cancel after checking the features and moving the data you need. If you keep your existing CRM, the new software is an additional cost.

Time: measure the whole process, including correcting extracted data and checking the invoice. In the purely illustrative example below, a business currently pays PLN 70 net monthly for tools it can fully replace. Medium costs PLN 99. The extra PLN 29 can be compared with 29 minutes per month at an owner-assigned time value of PLN 60 per hour. Released time is not automatically a cash saving or extra revenue.

Do not choose Pro merely because it lists more features. Check whether your opportunities, tasks, PDF volume and users justify the required scope, then examine the purchase terms.

Use the provider’s official price list and order summary to assess low-cost KSeF software. Access the MF application through the official KSeF portal. Compare the access you will actually receive, rather than a discount code on another website.

Scope: record the plan, company and user counts, import allowances and required add-ons. Separate software integration from having a person perform your bookkeeping.

Payment: record net and gross amounts, the prepaid period, renewal date and termination rules. Do not assume that unused prepayment is refundable without checking the terms.

Trial: run your own example from invoice creation to checking submission status, receiving a purchase invoice and handing data to the accountant. If CRM matters, add an opportunity and a task. The current KSeFGPT pricing page lets you match the trial outcome to available plans.

Choose by the cost of the work your business needs completed. The lowest price is useful when the offer covers the entire required process.

Rafał Zeidler, KSeFGPT publisher: for a few straightforward invoices, I would not justify buying our software on access to KSeF alone. That access is available free of charge.

KSeFGPT is worth trying when a business wants invoice work, imports, AI and customer relationships in one place. The value of that combination depends on the required scope and the result of your trial, rather than the length of an advertising feature list.

Prices, allowances and public descriptions establish offer terms. They do not prove the quality of every operation or a guaranteed return on the subscription. We therefore do not award product stars or name one universal winner.

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Free invoicing software for KSeF

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