DHL Freight Service Alerts

Stay up to date with the latest news and updates affecting our logistics network and services

We hereby inform you that as of 1 February 2026, DHL Freight (Poland) Sp. z o.o. will switch to the mandatory National e-Invoicing System (KSeF - Krajowy System e-Faktur). All our processes and billing systems have been fully adapted to the new legal requirements. Below we present the most important information regarding these changes.

Information for companies with a Polish NIP

What does this mean for you?

1. Change in the method of invoice delivery

As of 1 February 2026, all invoices issued by DHL Freight (Poland) Sp. z o.o. will be made available exclusively via the KSeF system.

2. No attachments in KSeF

The KSeF architecture does not allow attachments to invoices, such as:

• CMR consignment notes
• Excel reports
• specifications and other supporting documents

Therefore, we will discontinue the current method of sending invoices together with attachments.

New way of providing documents from DHL

To ensure continuity of access to your billing information, we are introducing the following solutions:

1. Invoice visualization in PDF format

You will receive by email a PDF file showing a visual representation of the invoice issued in KSeF.

2. Informational nature of the document

This document is for information purposes only and does not constitute an invoice within the meaning of the law.

3. Settlement document in the current format

We will continue to send a settlement document in the format used so far (including, among others, summaries and service specifications). 

This document facilitates identification of the services covered by the invoice issued in KSeF. 

It is for information purposes only and is not an invoice within the meaning of the law.

4. Transport documents

You have constant access to transport documents on the Active Tracing platform.

Thanks to these solutions:

• you will retain fast and clear access to billing data
• you will easily identify the scope of services covered by the invoice available in KSeF
• the transition to the new invoicing standard will be as smooth and convenient as possible

What needs to be done on your side?

Please make sure that:

• your company has active access to the KSeF system
• your accounting system is prepared to receive structured invoices
• the appropriate people in your organization have been granted permissions to use KSeF

Information about KSeF is available on the website of the Ministry of Finance.

Information for companies without a Polish VAT number – registered outside Poland

If your company does not have a Polish NIP number and is registered outside the territory of Poland, the planned introduction of mandatory KSeF does not mean that you will be required to receive our invoices through this system.

 As of 1 February 2026, you will continue to receive invoices by email, but from a new email address. Please add this address to your trusted/safe senders list in your systems to avoid delivery issues.

Due to the new regulations in force in Poland, the appearance of our invoices will change. The scope of data will remain unchanged; however, the graphic layout and structure of the document will be adapted to the requirements of KSeF.

Additionally, please note that:

• from the new email address bc.servicedesk.global@email.portal.basware.com, documents that constitute invoices within the meaning of Polish law will be sent,
• from the previously used address, documents of a preview/informational nature will be sent.

In practice, this means that the way you receive invoices will remain email-based; however, please pay attention to the sender’s address and the nature of the documents received.

Information about KSeF is available on the website of the Ministry of Finance.

January 2026