ORLEN and KSeF. What do you get at checkout, and where is the actual invoice?

ORLEN S.A. states that, since April 1, 2026, its station sales to Polish businesses, excluding fleet sales, are documented by invoices in KSeF, Poland's national e-invoicing system. At checkout, the buyer receives a printed transaction confirmation with a QR code, the buyer's Polish tax identification number (NIP), and the purchase date and amount.

The confirmation helps you find the invoice but is not itself an invoice. Retrieve the actual document from KSeF and keep the printout so you can match it to the purchase. A QR code alone does not guarantee that the invoice is immediately available.

Fleet sales follow a separate model: a KSeF invoice with an attachment listing the transactions. An additional statement from the fleet portal provides more detailed information.

You buy fuel for your business and leave with a printout that looks different from your usual invoice. Your accountant needs the document for that purchase, but there is no email from the station. Under ORLEN's stated procedure, this is an expected starting point: you collect the confirmation at checkout and retrieve the invoice from KSeF. Below, we explain how to match them and what to check if you cannot find the invoice. This article reflects the information available on October 1, 2026.

What does ORLEN provide at checkout?

How do you identify the document you received?

Where can you find your ORLEN invoice?

How do you retrieve fleet invoices?

What about private purchases and foreign customers?

Does a receipt with a NIP change the process?

What should you check if the invoice is missing?

How should your business handle these documents?

Frequently asked questions

Decide who retrieves purchase invoices for your business. A driver can pass on the refuelling details while an authorized person downloads the documents from KSeF. Drivers do not all need access to the company's full invoice history.

The confirmation, the invoice retrieved from KSeF and its readable version may all relate to the same purchase. Keep them linked in your document process so that the transaction is not recorded twice.

In its announcement updated on March 30, 2026, ORLEN S.A. describes giving the buyer a printed transaction confirmation. It lists a QR code, the buyer's NIP, and the transaction date and amount. The printout confirms the purchase and helps the buyer retrieve the invoice from KSeF.

ORLEN specifies April 1, 2026, as the start date for this station sales procedure. Although the overall announcement refers to rules from February 1, the section on station sales, excluding fleet sales, gives its own date. That is the relevant date for the document received at checkout for an ordinary business purchase.

This description covers sales by ORLEN S.A. to Polish businesses. Check the actual seller's name and NIP. If another entity issues the invoice, confirm the retrieval process directly with that seller.

A document's role depends on its contents and its relationship to the invoice. Paper, a PDF file or a QR code alone does not tell you which document you have. Poland's Ministry of Finance distinguishes a transaction confirmation from an invoice and from an invoice visualization, meaning a readable representation of the invoice data.

Start with the QR code on the confirmation and follow the instructions available after scanning it. ORLEN says the printout helps you retrieve the invoice. If the document is not yet available, keep the confirmation and check again.

The QR access mechanism described by the Ministry of Finance lets you check whether an invoice is in the system and then download it without signing in, after providing additional details. For a typical invoice issued to a Polish business, these are the seller's invoice number, the buyer's NIP and the gross amount. The seller's invoice number is different from the KSeF number.

Another option is to retrieve invoices through KSeF for the correct business: using the official KSeF Taxpayer Application, connected software or an authorized accountant. This lets you collect purchase invoices without scanning each confirmation separately. Our guide to receiving invoices through KSeF explains the access options in more detail.

Do not rely solely on an email arriving. ORLEN S.A. notes that, as a rule, it does not notify customers when an invoice is issued in KSeF. Likewise, any temporary relief allowing your small business to issue its own invoices outside the system does not postpone receiving invoices that other sellers issue to it through KSeF.

ORLEN describes fleet sales separately. They are documented by a structured invoice with an attachment that forms an integral part of the invoice available in KSeF. The attachment lists the transactions covered by that invoice, using a simplified set of details. When reconciling a fuel purchase, check which fleet invoice includes it.

For customers who need more information, ORLEN provides additional statements under the existing arrangements. Customers can agree on the data to include, the format and the destination email address, and can download a PDF statement from ORLEN's fleet portal. This additional statement and the attachment within the KSeF invoice serve different purposes. Keep them linked to the relevant invoice instead of looking for a separate invoice for every line on the statement.

ORLEN states that foreign customers and individuals not conducting business receive an invoice in an agreed paper form or as an electronic version sent by email. This describes how an invoice is provided when one is issued. In general, using KSeF for consumer invoices is voluntary, and a business owner's private purchase can also be a consumer purchase.

The company also allows a KSeF invoice visualization with the appropriate QR code to be provided to a customer in an agreed way where there is a business justification. This does not mean that every business purchase requires you to wait for an additional PDF from ORLEN.

A fiscal receipt bearing the buyer's NIP is a separate type of document. Until the end of 2026, it can remain outside KSeF as a simplified invoice if it meets the relevant conditions, including a gross amount of no more than PLN 450, or EUR 100 where the amount is denominated in euros. A separate exception allows full invoices issued using fiscal cash registers to remain outside KSeF until the end of 2026, without that monetary limit.

These are options provided by law. For the ORLEN S.A. sales described here, follow the operator's procedure and identify the document you actually received. A NIP and an amount on a transaction confirmation do not automatically turn it into a fiscal receipt that qualifies as a simplified invoice.

An empty search result does not explain what happened to the document. The following checks help establish whether you are looking for the right invoice and prepare a specific enquiry for the issuer.

1. Identify the document and seller. Read the issuer's name, NIP and the document's description. Keep the confirmation and the station details.

2. Check the buyer's NIP. Compare it with the business selected in your application. If you manage several entities, make sure you are viewing purchase invoices for the right one and have permission to read them.

3. Check how the purchase is billed. For a fleet purchase, find the invoice covering that transaction and check its statement. Ordinary checkout purchases and fleet billing follow separate procedures.

4. Check the QR code, dates and filters. Try the access route on the confirmation. In software connected to KSeF, select the appropriate period, check any NIP or invoice number filter, and refresh invoice retrieval. Criteria that are too narrow may exclude the purchase you need.

5. Ask the issuer to investigate. If you still cannot find the document, provide the transaction date and amount, the buyer's NIP, the station details and the number on the document you received, if it has one. Ask the issuer to confirm the invoice's status and how to retrieve it.

ORLEN's announcement does not specify a single waiting time for invoices to become available after a purchase. Do not assume that every missing document means an outage or that you must wait a fixed number of hours. Keep the confirmation until the issue is resolved.

If an employee returns from refuelling with a confirmation, they can pass it to the person collecting documents, together with the purchase details. The accountant or another authorized employee retrieves the invoice for the correct NIP and compares the seller, date and amount. Once matched, they mark the confirmation as linked to the invoice. This is an example of a process that helps prevent omissions and duplicate entries.

For fleet billing, reconciliation also includes the list of fuel purchases. If the driver supplies an additional PDF or someone later downloads a readable invoice version, attach it to the same purchase. Receiving another file does not mean there is another expense.

Do not fill a gap left by a missing ORLEN invoice by creating and submitting your own copy of the seller's document to KSeF. Retrieve the purchase invoice from the issuer or the system, and resolve discrepancies with the issuer.

In KSeFGPT, an authorized user can retrieve incoming invoices for a business connected to KSeF. Select the correct business, open Incoming, set the period and sync the list. The dates and any invoice number or NIP filters affect which documents are retrieved. The guide to syncing invoices with KSeF walks through the steps.

After retrieval, match the invoices with the confirmations supplied by drivers. Follow up separately on transactions you have not yet matched. This allows one person to collect the KSeF documents while other employees provide the necessary purchase details.

Invoice retrieval at other petrol stations compares how different operators provide fuel purchase documents.

Receiving invoices through KSeF explains access to your business's purchase invoices.

Creating a readable invoice visualization explains the relationship between an XML document and its PDF version.

Simplified invoices and receipts bearing a NIP covers the separate rules for smaller purchases.