In the age of digitalization and the mandatory National e-Invoice System (KSeF) from 2026, a qualified electronic seal has become an essential tool for many companies, especially limited liability companies. It is the digital equivalent of a traditional company stamp, confirming the authenticity and integrity of electronic documents. The seal is assigned to the company (based on its NIP), rather than to an individual, making it an ideal solution for automatically signing invoices, contracts, or correspondence in accounting systems.
Unlike a qualified electronic signature (assigned to a person), the seal does not require the personal participation of an employee for each signature – it can operate automatically. Below you will find a complete guide: where to buy, how to do it step by step, and how much it costs.
Where to buy a qualified electronic seal?
Only qualified trust service providers (registered in the National Certification Center and compliant with the eIDAS regulation) can issue valid seals. In Poland, the main providers are:
- Certum (Asseco Data Systems) → sklep.certum.pl – the largest and most popular, offers seals on card and mobile (SimplySign).
- KIR (Szafir) → elektronicznypodpis.pl – mobile seal mSzafir, very convenient for KSeF.
- EuroCert → eurocert.pl or sklep.eurocert.pl – a wide offer, including cloud seals and with video verification.
- Sigillum → sigillum.pl – often recommended at partner locations.
- CenCert → cencert.pl – smaller scale, but also qualified.
A list of all current qualified providers can be found on the website of the National Certification Center (nce.gov.pl) or in the EU Trusted List.
Step by step: How to obtain a qualified electronic seal?
The process is fully or partially online and usually takes from several hours to several days.
- Choose a provider and type of seal
- Mobile/cloud (e.g., SimplySign, mSzafir, ECSigner) – the most convenient for KSeF, works on a phone or in a browser, without additional hardware.
- On a cryptographic card with a reader – more traditional, requires hardware. Compare offers on provider websites – many have price calculators and promotions until February 2026 (discounts of up to 45%).
- Place an order online Go to the provider's website (e.g., sklep.certum.pl or elektronicznypodpis.pl). Choose “qualified electronic seal.” Fill out the form: company data (NIP, REGON, KRS), data of the person authorized to collect (e.g., the president or proxy) and contact details.
- Verify identity
- Video verification (most often) – a video call with a consultant (takes a few minutes, ID required).
- Visit a partner location (e.g., post offices, registration points) – if you prefer not to have a video call. For companies, confirmation of the ordering person's authority is required (e.g., a current extract from KRS).
- Pay for the order Online payment (transfer, card). After payment, the provider will activate the certificate.
- Receive and activate the seal
- Mobile: download the app (SimplySign, mSzafir) and activate the certificate with an SMS/email code.
- On a card: you will receive a package with the card and reader, install the software (e.g., proCertum CardManager). The seal is ready to use – you can test it immediately in KSeF.
How much does it cost?
Prices in 2026 depend on the provider, the validity period, and the variant. Approximate net amounts (as of January 2026, considering promotions):
- 1 year: 699–1200 PLN
- 2 years: 1200–1600 PLN
- 3 years: about 1600–2050 PLN
Additionally:
- Mobile/cloud – usually cheaper and without hardware costs.
- With reader and card – +200–400 PLN for hardware.
- Time stamps (for mass sealing) – often in a package or additionally about 0.10–0.20 PLN/item.
It's worth looking for promotions – many companies offer discounts before the full implementation of KSeF (February 2026).
What to pay attention to?
- The seal must include the company's NIP to work in KSeF.
- Certification validity: 1–3 years, then renewal (cheaper than new).
- Security: keep activation data in a safe place.
- Support: all providers offer technical assistance and integration instructions with KSeF.
A qualified electronic seal is an investment that significantly simplifies life for companies in the age of digitalization. If you run a limited liability company and are preparing for KSeF, start by choosing a provider – the process is simple and in most cases fully remote. Good luck!