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E-receipts – everything you need to know
The digital transformation of business is underway. The development of digitally driven technologies is evident in virtually every industry, especially in retail. A prime example of this is e-receipts, which are gaining popularity in Poland year after year. We present a guide that will answer the most important question regarding this solution. Are e-receipts mandatory? How do they work? Does implementing this innovation require changes within the company? Let's find out!
What is an e-receipt?
Let's start with a brief explanation. An e-receipt is a fiscal document issued electronically via an online cash register—a device increasingly used by businesses in Poland. An e-receipt replaces the traditional paper receipt and is fully accepted by the tax office, even though the proof of purchase isn't printed.
This is crucial information for all entrepreneurs who are still hesitant to implement this solution in their businesses. E-receipts fully replace paper fiscal documents and have the same evidentiary value as the documents we're accustomed to using when paying for purchases and services.
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Why were e-receipts introduced?
The introduction of digital receipts is a natural continuation of the country's broad-based digitalization strategy. For several years, the government has been implementing innovations related to environmental protection and the harmonization of fiscal control procedures. E-receipts primarily reduce the carbon footprint (3,300 tons of CO2 emissions due to printed receipts only) and reduce electricity consumption.
Therefore, when looking for arguments for implementing a solution in your company, you might consider environmental issues and cost savings as the primary considerations. However, that's not all. E-receipts also offer the potential to better organize sales documentation, which will be needed in the event of a tax audit. These are the main reasons why every entrepreneur can switch to the better, digital side of the force today.
How does e-receipt work in practice?
What does issuing a receipt online look like in practice? It's incredibly simple, but proper preparation is required—both by the seller and the customer. Imagine a simple grocery transaction. The customer walks up with their chosen items, and the seller uses an online cash register to record the sale.
It is worth mentioning here that each the online cash register is integrated with the e-receipt repository, also known as the Central Cash Register Repository (CRK). This is where data on all transactions ends up. Information is collected, facilitating settlement and potential tax audits. It is from there that sales information, in the form of a digital fiscal document – an e-receipt – is sent to a dedicated, government mobile application e-Receipts 2.0, which every citizen has access to. Simple, easy, and pleasant - paperless, efficient, fast, and with access to all sales data in one place.
E-receipt for consumers
E-receipt is a solution designed to make life easier not only for businesses and tax authorities, but above all for citizens. As a customer, each of us can now download the e-Receipt app, manage expenses, and report any irregularities. The application can serve as a place to store all data in an individual cloud while maintaining full security..
Privacy concerns are the main barrier to using such solutions. In the case of e-receipts and the dedicated app, full anonymization, data encryption, and biometric technology are ensured. Data is regularly synchronized, allowing you to retrieve all receipts at any time, even from a different device. It's worth noting that the Ministry of Finance app is just one way to receive e-receipts. We can also receive the digital fiscal document via SMS, e-mail or directly in the application of selected stores.. In turn, from February 2026, the National e-Invoice System (KSeF) will come into effect, enabling the sending, receiving, and archiving of structured e-invoices.
e-Receipts application of the Ministry of Finance
While there are many ways to receive a digital receipt, the free e-Receipts mobile app is the most popular. Developed by the Ministry of Finance and available for both Android and iOS phones, this solution offers a number of interesting features. These include:
- ability to receive and archive digital receipts;
- financial management by assigning expenses to specific categories;
- scanning paper receipts with QR code;
- advanced filters that make it easier to search for a receipt by date or place of purchase;
- detailed warranty information.
Another important transparency feature is the ability to report any fiscal irregularities a user observes while shopping. The e-receipts app doesn't just provide all your receipts in one place; above all, it supports spending control, which can make managing your household budget easier.
E-receipt from an entrepreneur's perspective
But let's move on to what's most important to us – the entrepreneur's perspective and why implementing e-receipts in your company really makes sense. We've already talked a bit about the financial benefits. An entrepreneur with an online cash register will not have to bear the fixed costs of purchasing paper for a traditional cash register and electricity.. Online cash registers equipped with the online receipt issuing function are relatively simple devices in terms of construction, so there is much lower risk of potential failures and, consequently, costly device servicing.
Introducing this innovation will also impact our reputation. Customers will perceive our store or premises as modern, open to new technologies, which in the long term could impact the popularity of our business. From a practical perspective e-receipt means much less administration in the event of a complaint. These types of processes will be completed faster, leaving us time to serve the next client.
However, we cannot forget about customers who prefer traditional paper receipts. At the moment, the e-receipt does not completely replace the paper receipt. And these will remain a part of our economy for at least several more years. If we decide to introduce e-receipts, we will still be required to issue a traditional paper fiscal document if the customer expressly requests it.
Devices compatible with the e-receipt system
To implement e-receipts in your company, you will need appropriate equipment that supports digital receipt technology.. CentrumKas.pl offers a range of devices focused primarily on generating e-receipts, but also fiscal printers that combine traditional fiscal document issuing with e-receipts. Primarily, online cash registers. Devices such as Posnet Ergo Online, Novitus Nano Online Whether Novitus One After registration, they are immediately ready to send e-receipts.
If your business is based on sales systems, an online fiscal printer, such as Posnet Thermal XL2 Online Whether Novitus HD Online. These devices send e-receipts to CRK and have advanced integration features with various internal company systems. Let's not forget about POS systems – complete solutions for customer service and issuing digital sales documents, ideal for restaurants and service outlets.
E-receipt and the law
Is e-receipt a universally acceptable solution from a legal perspective? Despite consumer optimism about the digitization of fiscal documents, businesses are hesitant to implement digital receipts precisely because of limited knowledge about whether such a solution is legally acceptable. It's time for some clarification.
By law, every sales transaction must be accompanied by a receipt or invoice – a fiscal document used to record a company's income. However, the law provides flexibility regarding the receipt's format. It can be paper or electronic – the final decision rests with the customer. Why not the business owner? Because the customer should decide at the finalization stage whether a digital receipt is right for them, many people still don't have the e-receipt app, and although the digitalization trend will continue in the coming years, an e-receipt should only be issued with the customer's consent. Nevertheless, it is legally equivalent to paper and can successfully replace traditional receipts.
E-receipts - frequently asked questions and myths
After reviewing the most important information about e-receipts, you'll undoubtedly think, "It's not as difficult as we imagined!" However, there are still many myths floating around that somewhat distort the true concept of implementing digital fiscal documents. We'll dispel the most common myths and answer the most important questions.
Is e-receipt mandatory? Implementing this innovation is currently not mandatory. This means businesses can still use traditional paper receipts without fear of legal consequences. However, this doesn't change the fact that e-receipts are becoming increasingly common, and customers may soon choose stores, restaurants, and service providers that offer this convenience.
Do e-receipts require me to install a special application? Absolutely not. The app is intended solely to facilitate e-receipt management and can be an excellent way to improve your budget. However, there are no reasons not to install such an app.
Can an e-receipt be lost? No. The e-receipts app provides a personalized cloud where all fiscal documents are stored. Simply log in to the app and you'll instantly find the e-receipt for each transaction. Backups provide additional security, allowing you to use the app on other devices.
Can I get both an e-receipt and a paper receipt? No. At the customer's request, it is possible to issue a fiscal document in the form of an e-receipt or in traditional form.
Summary
There's no doubt that e-receipts are a solution that offers benefits for both the customer and the business. Consumers appreciate the security and convenience. Companies that implement such a solution will not only save money but also benefit from ease of implementation and the ability to automate business processes.
We also can't forget about aspects that are important for society as a whole. Reducing paper and electricity consumption will contribute to positive environmental changes in the long term, and these issues should be our priority today. Let's hope that, year after year, a growing percentage of businesses and customers will accept the digitization of receipts and experience the tangible benefits of this positive change.
