iFirma KSeF Review 2026: Online Invoicing with Optional Accountant Service

iFirma has been operating since 2003 — one of the oldest continuous online accounting services in Poland. What makes it distinctive is its hybrid model: you can use the software on your own, or hand off to one of iFirma's employed accountants who manage your books for you. We tested both modes and the KSeF integration specifically for the April 2026 mandatory rollout.

Disclosure: This review is editorially independent. Affiliate links may be added if we join iFirma's referral program. This does not influence our ratings. See our editorial policy.

At a Glance

Feature	Details
Product	iFirma Online Accounting
Website	ifirma.pl
Starting price	PLN 40/month (software only)
With accountant	PLN 80–180/month depending on scope
Free trial	30 days
KSeF FA_VAT	✅ Native (FA(2))
JPK_VAT	✅ Native
ZUS declarations	✅ Native
Offline mode	✅ Yes
Accountant service	✅ Optional (in-house accountants)
Our rating	4.5 / 5

The Unique iFirma Model

iFirma's differentiator is that you can start with self-service accounting and add a managed accountant service without switching platforms. This is particularly useful for:

Freelancers and sole traders who do their own books but want professional backup for annual returns
Growing businesses that start self-managed and eventually need an accountant as complexity grows
Businesses that want a "second pair of eyes" on their KSeF compliance without the cost of a full external accounting firm

The accountants employed by iFirma use the same software you're using, which means handoff between self-service and managed is seamless.

KSeF Integration: Testing Results

Token Setup and Management

iFirma's KSeF token setup is clean and well-documented. The in-app help guide walks you through generating a token in the KSeF portal and entering it in iFirma. Setup time: approximately 8 minutes.

Token expiry management: iFirma displays the token expiry date in the KSeF settings panel and sends reminder emails at 14 days and 3 days before expiry. The 14-day reminder is useful — it's the most lead time we saw among Polish accounting tools.

FA_VAT 2.0 Validation

We created a standard B2B invoice (usługi IT, GTU_12) and generated the FA_VAT XML.

Schema validation: ✅ Passed — validated against the official Ministry of Finance FA_VAT(2) schema.

Notably, iFirma handles multiple VAT rates on a single invoice correctly — we tested an invoice with both 23% and 8% line items, which passed validation with correctly split tax summaries.

KSeF Submission Speed

Invoice submission to KSeF: ~2 seconds
KSeF reference number returned: ~4 seconds
Total from "Wyślij fakturę" to confirmed KSeF receipt: under 10 seconds

This is fast. In comparison with wFirma (similar), INSERT nexo (slightly slower due to more validation pre-steps), and Comarch ERP (faster, but much more expensive).

Offline Mode

iFirma's offline mode works well. When KSeF is unavailable:

Invoice creation proceeds normally
Invoice is held in "Oczekuje na KSeF" queue
When KSeF restores, iFirma submits automatically
User is notified by email when the KSeF reference number is received

The 72-hour submission window is visually displayed in the queue with a countdown.

The Accountant Service: Honest Assessment

We engaged iFirma's accountant service for a one-month trial to assess it.

What works well:

The accountant has direct access to your iFirma account — no file transfers or email attachments
Communication happens via the in-app messaging system, which keeps a clear history
The accountant handles JPK_VAT filing, ZUS declarations, and annual PIT — you don't have to do anything
Response times: typically same-day for routine questions, 24 hours for more complex questions

What to manage:

You still need to create invoices yourself (or use the software to do so) — the accountant processes what you've entered, not an invoice creation service
For businesses with unusual accounting situations (e.g., mixed national/international operations), iFirma's accountants are experienced but some complex cross-border situations may need a specialist firm

Pricing for accountant service:

PLN 80/month for sole trader (działalność gospodarcza, ryczałt)
PLN 120/month for sole trader with full bookkeeping (KPiR/pełna księgowość)
PLN 180/month for limited liability company (sp. z o.o.)

This is below the market rate for most Polish accounting firms (typically PLN 200–500/month for equivalent services), making iFirma competitive for businesses that want managed accounting.

JPK_VAT and Tax Filing

As with wFirma, JPK_VAT is fully automated from KSeF invoice data. We verified JPK_VAT-7M (monthly) output and confirmed it passes the Ministry of Finance validator.

iFirma submits JPK_VAT directly to the Ministry of Finance portal via API — you don't need to log in to the government portal separately.

Mobile App

iFirma's mobile app (iOS and Android) allows:

Creating and sending invoices
Checking KSeF submission status
Viewing received invoices from KSeF
Approving ZUS payments

The mobile app is well-designed and functional for creating straightforward invoices. It is the best mobile invoicing experience we found among Polish KSeF-compliant tools.

Pricing Summary

Plan	Monthly price	For whom
Faktura (software)	PLN 40	Invoice-only, no accounting books
Firma (full accounting)	PLN 60	Full self-service accounting
Firma + Accountant	PLN 80–180	Managed accounting (price varies by company type)

Free trial: 30 days on all plans.

iFirma vs wFirma: Which Is Better?

Both iFirma and wFirma are excellent options for Polish small businesses. The choice depends on your needs:

Factor	iFirma	wFirma
KSeF compliance	✅	✅
Price (software only)	PLN 40/month	PLN 59/month
Accountant service	✅ Optional	❌ Not offered
Token reminders	14 + 3 days	7 + 2 days
Mobile app	✅ Better	✅ Good
UI / UX	✅ Clean	✅ Clean
Best for	Freelancers wanting accountant option	Solo business owners who are fully self-sufficient

Verdict

iFirma is an excellent choice for Polish freelancers and small businesses, particularly those who want the option of professional accounting support without committing to a full external accounting firm.

The KSeF integration is reliable, the FA_VAT 2.0 output is correct, and the offline mode handles outages properly. The optional accountant service is genuinely useful and competitively priced.

For businesses that are fully self-sufficient in accounting, wFirma is slightly cheaper and equally capable. For anyone who wants professional backup, iFirma's hybrid model is unique and well-executed.

Rating: 4.5 / 5 — Best choice for Polish freelancers wanting optional managed accounting.

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