How to implement electronic document management in Poland

A Complete Guide to Transitioning to Electronic Document Management

Companies that implement electronic document management (EDM) reap benefits: reduced paper costs, faster workflows, and reduced risk of errors. But how do you transition to electronic document management? Which platforms should you choose? What legal aspects should you consider? In this article, we'll take a detailed look at how to implement electronic document management, the laws that govern it, and the tools to use. This material will be useful for entrepreneurs, accountants, lawyers, and IT specialists interested in automating document management in Poland.

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Implementing electronic document management in Poland is a question that is becoming increasingly important for businesses. Companies are striving to speed up document processing, reduce costs, and improve data security. The government is supporting this process, and starting in 2022, all taxpayers are required to use KSeF, the national electronic invoice system. This makes the transition to digital document management inevitable.

Legislative framework for electronic document management in Poland

Before switching to electronic document management, it's important to understand the laws. Key regulations:

  • Ustawa o podpisie elektronicznym – regulates the use of digital signatures, their legal force and the process of obtaining them.
  • KSeF – a state system of electronic invoices, mandatory for VAT payers.
  • Rozporządzenie eIDAS – pan-European rules governing trusted electronic services, including signatures and seals.
  • GDPR – the law on the protection of personal data, which requires reliable protection of information in electronic document management systems.

Digital signature and its role

For electronic documents to be legally binding, a digital signature is required. In Poland, there are three types of signatures:

  • Podpis kvalifikowany – equivalent to a handwritten signature, suitable for contracts, invoices and tax reports.
  • Podpis zaawansowany – an extended signature that requires verification, but has less legal force.
  • Profil Zaufany (PZ ePUAP) – a state authentication system for working with government agencies.

Selecting a platform and tools for electronic document management

When implementing electronic document management systems, it's important to select the right solution. Popular options in Poland include:

  • Comarch EDI – a powerful system for exchanging documents with counterparties.
  • Infinite EDI – a flexible solution for medium and large companies.
  • Asseco Poland – a document management system for large organizations.
  • SAP Document Management – international document management software.

When choosing a system, consider:

  • Integration of the electronic document management system with accounting programs (Symfonia, Optima, enova365).
  • Compatible with KSeF.
  • Level of data protection in electronic document management systems.
  • Ease of use of the platform and compliance with legal requirements.
  • The ability to customize the system to suit the company's business processes.

The process of implementing electronic document management in a company

Workflow analysis

The first step is to determine which documents can be converted to electronic format. Most commonly, these are:

  • Invoices.
  • Agreements with counterparties.
  • Personnel documents.
  • Internal orders and reports.

Choosing a provider

Companies can choose a Polish or international supplier. It's important to consider:

  • Using the ePuap profile to identify employees.
  • Support in Polish.
  • Possibility of registering documents in electronic format in government systems.

Employee training

To ensure a smooth transition to electronic document management, it is important:

  • Conduct training on how to work with the system.
  • Explain how to transition to electronic personnel document management and its legal nuances.
  • Set up templates to quickly create documents.

Integration with accounting

To reduce errors, it is important to set up interactions with:

  • ERP systems (SAP, enova365, Optima).
  • Accounting services compatible with KSeF.
  • CRM systems for automating document flow with clients.

Testing and launch

Before the full transition, the system is tested, bugs are fixed, and staff is trained. After that, the electronic document management system can be launched.

Benefits and challenges of implementation

Pros:

  • Save time – documents are transferred instantly.
  • Reduced paper, printing and storage costs.
  • Automation of signing and approval.
  • Simplifying audit and tax reporting.
  • Data security in electronic document management systems through encryption and access control.

Cons:

  • Initial implementation costs.
  • The need to train employees.
  • Adaptation of business processes to KSeF and GDPR.

Practical tips for implementation

  • Start with key documents (invoices, contracts, certificates).
  • Gradually expand the use of electronic document management.
  • Ensure that the system is up-to-date in accordance with the laws.
  • Train employees to avoid mistakes.
  • Use backups and data protection.

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Conclusion

How to implement electronic document management in Poland? You need to select a system, configure it, and train your employees. A well-organized process will allow your company to speed up operations, reduce costs, and improve security. Start your transition today!

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Damien Vice

02/11/2025

Ставлю 1 звезду. Планировал начать сотрудничество через икнубатор. Отправил 3 письма, через мейл и форму на сайте, написал в инсте, сделал 2 звонка (без ответа). Потратил неделю на ожидание. Меня просто проигнорировали. Как можно доверять этому сервису, если фонд не в состоянии ответить на письмо и прислать документы для ознакомления. Жду объяснения

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Andrii Melnychuk

26/08/2025

I highly recommend Łatwy Start! Thanks to them, my two kids and I received 3-year residence cards without any stress. Special thanks to manager Kristina — she was extremely helpful and even managed to speed up the process for my children. Excellent service, very satisfied!

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Anton Mezhuiev

26/08/2025

Чудова робота, все відбулося швидко і дуже професійно, з чіткими інструкціями і нотатками про ті документи, що вимагалося надати з моєї сторони — і як саме їх правильно заповнювати. Запис на подачу і видача самої карти зайняла набагато меньше часу, ніж спочатку очікувалося (перше звернення у січні, подача документів і відбитків в березні — а в серпні вже отримав пластік).

Брав пакет з повним супроводом — ні разу не пожалкував, всім рекомендую — і дуже дякую всій компанії і зокрема менеджеру Кристині!

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Anastasiya Balotnikava

26/08/2025

Недавно получила вторую карту с Łatwy Start, как и в первый раз – все было отлично, положительная децизия по итогу.

Благодарю менеджера Кристину за работу и своевременное напоминание про все нужные шаги, довольна совместной работой ✨

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Inna

03/08/2025

3 раза членами семьи сотрудничали с компанией по получению карт побыта в разное время и работали с разными специалистами. До этого были попытки с другими компаниями , но именно высочайший уровень профессионализма Latwy Start сделал нас постоянными клиентами. Каждый раз самое благоприятное впечатление за высокий уровень профессиональной работы и моральную поддержку. Особая отдельная благодарность Ольге! Ольга очень помогла, всегда на связи по любым вопросам, отличные профессиональные советы на каждом этапе, начиная с первого общения еще до заключения договора и до успешного получения карты. Как ангел-хранитель «провела за ручку» через все сложные перепитиии, поддержала словом и делом. Огромная Благодарность Ольге и всей компании! Процветания вам и хоррших клиентов!

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Oleksandr Drobyshev

15/07/2025

Все супер

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Yevgeniy Postebailo

14/07/2025

Всё понравилось, везде сопроводили, всё обьяснили.
Была пара непонятных вещей, но не стесняйтесь спрашивать — всегда отвечают и консультируют.
Рекомендую обращаться.

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Aliaksei Seniukovich

11/07/2025

Хочу выразить огромную благодарность Кристине из Łatwy Start за профессиональную помощь в получении вида на жительство в Польше. Благодаря её опыту, внимательности и доброжелательному отношению весь процесс прошёл легко и без лишнего стресса. Кристина всегда была на связи, подробно отвечала на все вопросы и помогала на каждом этапе оформления документов. Искренне рекомендую её услуги всем, кто ищет надёжную поддержку в решении миграционных вопросов в Польше!

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Gennady Bakunovich

11/07/2025

I had a really positive experience with Łatwy Start. Manager Kristina was supportive and always ready to help with any questions. I got my temporary residence permit without any issues and with minimal effort on my part. I really appreciate their work and highly recommend them 🙌

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