Which KSeF software is best for a small business?
Find out when a free application is enough and when accounting, CRM or PDF imports can help. Compare features and costs.
Summary
If you need to issue and receive invoices in KSeF, you can start with the Ministry of Finance's free Taxpayer Application. Compare Fakturownia and IFIRMA if you want invoicing software with access for an external accountant. Keeping your own books requires a separate accounting package, such as wFirma Księgowość.
Consider KSeFGPT if you also want to manage customer records, sales opportunities and tasks, or prepare invoices with AI assistance. Using KSeF alone does not require a subscription with extra features.
Compare the features and full cost of the plan you choose. For example, retrieving purchase invoices from KSeF in wFirma requires an accounting package. IFIRMA Faktura+ advertises PLN 12.50 per month, but you pay PLN 150 excluding VAT for the year upfront.
What do you need besides issuing invoices?
Before choosing software, decide who will retrieve invoices from suppliers and pass documents to your accountant. If an external accountant handles this, ask how they prefer to access the documents. If you keep your own books, you also need tools for accounting records and tax returns.
Below, we compare the Ministry of Finance's Taxpayer Application, Fakturownia, IFIRMA, wFirma and KSeFGPT. This article is published by KSeFGPT, whose product is included in the comparison.
Contents
Which software fits your business?
The Ministry of Finance's Taxpayer Application lets you issue and receive invoices, prepare corrections, and download documents and receipts confirming acceptance. If these functions cover your business needs, commercial software is an option rather than a requirement for using KSeF.
Fakturownia and IFIRMA offer both free plans with document limits and paid invoicing plans. Fakturownia Micro allows up to 3 sales documents per month. IFIRMA Darmowa Faktura has a limit of 3 invoices, with corrections and pro forma invoices excluded. If you regularly issue more, compare the paid plans.
Fakturownia lets you add an accountant with a separate Accountant role. One such user does not count towards the user limit, including on Micro. IFIRMA also lets you share documents with an accountant. In either case, agree with your accounting firm whether this access can replace emailing documents.
wFirma separates its Fakturowanie i CRM plan from its Księgowość accounting package. The latter includes invoicing and retrieving purchase invoices from KSeF. It is therefore an option for someone who wants to keep their own books. KSeFGPT focuses on invoicing, CRM and document processing; it does not replace accounting software or an accountant's services.
| Software or plan | Issuing and receiving KSeF invoices | When to consider it |
|---|---|---|
| MF Taxpayer Application | Issue, receive and correct invoices free of charge | When you only need basic invoice functions |
| Fakturownia Micro / paid plans | Issue and receive KSeF invoices in every plan; Micro allows up to 3 sales documents per month | When you want invoicing software with separate accountant access |
| IFIRMA Darmowa Faktura / Faktura+ | Issue and receive invoices; free plan: up to 3 invoices, paid plan: unlimited invoices | When you need invoicing and a way to share documents with your accountant |
| wFirma Fakturowanie i CRM | Issue invoices; receiving purchase invoices requires an accounting package | When you want sales tools and handle accounting separately |
| wFirma Księgowość | Issue invoices and retrieve purchase invoices from KSeF | When you want to keep your own business accounts |
| KSeFGPT Medium / Pro | Issue and receive invoices; prepare them using a form or AI Chat | When you need invoicing alongside customer records, sales opportunities, tasks or PDF imports |
How much do the plans cost?
Prices in the table are in Polish złoty (PLN), excluding VAT, from price lists checked on September 20, 2026. Compare both the monthly rate and the amount and period you pay for when ordering. Paid plans differ in scope: paying for invoicing does not automatically include accounting or every CRM feature.
IFIRMA Faktura+ costs PLN 150 for a year, paid upfront. PLN 12.50 is the monthly equivalent of that payment. The Fakturownia rates below also apply to a 12-month purchase, without a promotional discount. The price may differ for another purchase period or promotion.
wFirma Księgowość already includes invoicing. You do not need to buy Fakturowanie i CRM separately on top of it. Paying an accountant to keep your books is a separate expense from access to the software.
| Plan | Price excluding VAT | Condition or scope |
|---|---|---|
| MF Taxpayer Application | PLN 0 | Free Ministry of Finance application |
| Fakturownia Micro | PLN 0 | Up to 3 sales documents per month |
| Fakturownia Start | PLN 12.49 per month | Rate without a promotional discount when purchasing 12 months |
| Fakturownia Standard | PLN 28.46 per month | Rate without a promotional discount when purchasing 12 months |
| IFIRMA Darmowa Faktura | PLN 0 | Up to 3 invoices per month; corrections and pro forma invoices excluded |
| IFIRMA Faktura+ | PLN 150 per year | Annual payment upfront; equivalent to PLN 12.50 per month |
| wFirma Fakturowanie i CRM | PLN 25 per month | Invoicing and CRM, without purchase invoice imports from KSeF |
| wFirma Księgowość | PLN 60 per month | Tools for keeping your own books, including invoicing |
| KSeFGPT Medium | PLN 99 per month | Invoicing, CRM with up to 10 opportunities and 10 tasks, up to 20 PDF imports per month |
| KSeFGPT Pro | PLN 499 per month | Unlimited CRM, up to 100 PDF imports per month |
When is CRM useful alongside invoicing?
If you talk to customers, send quotes and schedule follow-ups before issuing an invoice, CRM can help. CRM stands for customer relationship management. It lets you record what you agreed and what needs to happen next.
For example, a web design company can use KSeFGPT to add a note to a customer record, create a sales opportunity for a new website and assign a task to send a quote. The opportunity records the sales stage; the task has a due date and a person responsible.
When it is time to bill the customer, you can start an invoice from their record. The buyer's details are copied into the form, and you check or complete the remaining fields. You update the opportunity stage and task completion separately. The guide to issuing an invoice from CRM shows this step.
KSeFGPT Medium has unlimited counterparty records, with up to 10 sales opportunities and 10 tasks. Pro offers CRM without those limits. If you need to record more opportunities or tasks, consider these limits before buying. See the CRM module for the full scope.
wFirma and IFIRMA also offer CRM. Compare the functions you need: customer notes, sales stages, task deadlines and employee access. KSeFGPT costs more than the invoicing-only plans shown here, so check whether you will use its additional tools. If you only need invoices, start with simpler plans.
Try invoicing and CRM in one application
In KSeFGPT, you can record customer agreements, add an opportunity and task, then start an invoice from the customer record.
Try KSeFGPTDo you need to extract invoice data from PDFs?
Extracting data from a PDF or scan is often called OCR. It can help when you receive documents outside KSeF, such as invoices from foreign suppliers. For this, look for purchase invoice processing, meaning documents for your business's purchases. Fakturownia and wFirma describe these features; their scope and charges depend on the offer.
A different use case is preparing your own sales invoices for submission when your current software generates PDFs but does not connect to KSeF. In KSeFGPT, importing a PDF creates an invoice draft. You check the data before sending the document. Medium includes up to 20 such imports per month, and Pro up to 100.
Do not reissue a supplier's invoice as your own sales invoice. If a document is already in KSeF, retrieve it from the system instead of recreating it from a PDF. Keep this distinction in mind when choosing import features.
How can you evaluate software before buying?
Choose two products that meet your needs and try a few everyday tasks in each. Check that the features you use are available in the plan you intend to buy, rather than only in a trial with more features.
1. Prepare an invoice draft and check how easily you can enter details, fix a mistake and download the document. Do not send fictional invoices to production KSeF.
2. Check how the software retrieves supplier invoices. Find out whether it downloads them automatically or you need to start the download.
3. Agree with your accountant on access or document exports. If they will use an account in the software, check its cost.
4. If you need CRM or PDF imports, try those features. Finally, check the order total, billing period and required add-ons.
KSeFGPT offers a 7-day PRO trial. After the trial, choose a plan based on the features you use; you can find its scope and limits on the KSeFGPT pricing page. Our KSeF software cost comparison covers prices in more detail.
What is this comparison based on?
The comparison covers five selected products. It is based on official price lists, feature descriptions and provider documentation, as well as Ministry of Finance materials. It is not based on comparative tests of speed or document extraction accuracy.
The KSeFGPT description also draws on published application guides. The service business example illustrates a CRM use case; it does not report results from a particular customer.
Frequently asked questions
Do I need to buy software to use KSeF?
No. The Ministry of Finance's free Taxpayer Application lets you issue and receive invoices and prepare corrections. Paid software is worth considering if you need additional tools, such as accounting, CRM, data imports or another way to work with your accountant.
Is free software enough for a small business?
It can be, if it includes the features you need. Fakturownia Micro has a limit of 3 sales documents per month. IFIRMA Darmowa Faktura has a limit of 3 invoices, excluding corrections and pro forma invoices. These commercial free-plan limits do not apply to the Ministry of Finance's free Taxpayer Application.
Does every KSeF plan retrieve supplier invoices?
No. wFirma's Fakturowanie i CRM plan lets you issue invoices, but importing purchase invoices from KSeF requires a plan with an accounting module. Check issuing and receiving invoices separately in the description of your chosen plan.
Why does a monthly price not always mean monthly billing?
A provider may show the monthly equivalent of an annual fee. IFIRMA Faktura+ costs PLN 150 excluding VAT for a year, paid upfront, which is equivalent to PLN 12.50 per month. The Fakturownia Start and Standard rates shown in this comparison also apply to a 12-month purchase.
When should I choose invoicing software with CRM?
When you also need to record customer agreements, track sales stages and plan tasks. KSeFGPT includes counterparty records, sales opportunities and tasks, and lets you start an invoice from a counterparty record. Medium allows up to 10 opportunities and 10 tasks; Pro has no such limits.
Does KSeFGPT replace accounting software?
KSeFGPT provides KSeF invoicing, CRM, analysis and document processing. It is not an accounting application or a bookkeeping service. Handle your tax returns with an accountant or software designed for accounting.
Recommended reading
Try KSeFGPT in your business
Use the 7-day PRO trial to try invoicing, working with customers and the import features you need.
Start your 7-day trialSources and offer conditions
Official price lists and documentation for the products compared. Prices were checked on September 20, 2026; access dates for other materials are listed with each source.
- KSeF 2.0 Taxpayer Application
Polish Ministry of Finance · accessed: 2026-09-20
- Fakturownia pricing
accessed: 2026-09-20
- IFIRMA pricing
accessed: 2026-09-20
- wFirma pricing
accessed: 2026-09-20
- KSeFGPT pricing and trial
accessed: 2026-09-20
- KSeFGPT CRM
accessed: 2026-09-18