E-Delivery: How to Set Up a Mailbox

What You Need Before Starting

Before you set up your E-Delivery mailbox, make sure you have:

• Your company's tax identification number (NIP)
• Your company registration number from CEIDG
• A valid email address
• A phone number for notifications
• One of the accepted authentication methods (see below)

Accepted Authentication Methods

1. Trusted Profile (Profil Zaufany)

The most popular and user-friendly option. To obtain a Trusted Profile, visit any post office or city/county office and present your ID document. The profile is activated immediately and allows you to access numerous government e-services.

2. Electronic ID (eID)

If you have a national ID card with eID functionality (issued after 2015), you can use it for authentication. You'll need an eID reader.

3. Qualified Electronic Signature (e-podpis)

A digital signature issued by qualified providers like Certum, SafeQ, or Unizeto. Commonly used by larger companies.

4. Company Portal Credentials

Some businesses can use existing accounts from the CEIDG portal or tax authority systems.

Step-by-Step Registration Process

Step 1: Access the E-Delivery Portal

Go to e-doręczenia.gov.pl or access E-Delivery through the ePUAP system (Electronic Platform for Public Administration Services).

Step 2: Log In

Click "Log In" and select your preferred authentication method. If using Trusted Profile, enter your username and password. Follow the prompts to authenticate.

Step 3: Register a New Mailbox

After authentication, select "Create New Mailbox" or "Register Organization". You'll be asked to enter:

• Your company name (exactly as registered in CEIDG)
• Tax ID number (NIP)
• Email address for notifications
• Mobile phone number
• Representative details (if not registering personally)

Step 4: Set Notification Preferences

Choose how you want to be notified when documents arrive:

• Email notifications: Receive an email when a new document arrives
• SMS notifications: Get a text message alert
• Mobile app notifications: Enable push notifications

Step 5: Authorize Representatives

If someone else (accountant, employee, lawyer) will manage your mailbox, add them as an authorized representative:

• Go to "Settings" → "Manage Access"
• Add their email address or phone number
• Choose their access level (full access, read-only, etc.)
• They'll receive an invitation to accept the role

Step 6: Test Your Mailbox

Before documents begin arriving, send yourself a test message to verify:

• You receive notifications correctly
• You can read documents in the mailbox
• Document downloads work properly

Step 7: Download the Mobile App (Optional)

For easy access on the go, download the official E-Delivery app (available on iOS and Android). Log in with your credentials to view documents anywhere.

Configuring Advanced Settings

Automatic Forwarding Rules

Set up rules to automatically forward certain documents:

• Documents from the tax office → forward to your accountant
• Court documents → forward to your lawyer
• ZUS documents → forward to HR department

Digital Archive

All documents received via E-Delivery are automatically stored for 5 years. You can:

• Download documents for your records
• Search by date, sender, or keywords
• Export documents for audit purposes

Multi-User Access

Add multiple people to manage the mailbox:

• Owner: Full control, can add/remove users
• Administrator: Can manage documents and users
• User: Can read and download documents
• Auditor: Read-only access

Integrating E-Delivery with Your Accounting Software

Most modern accounting programs support E-Delivery integration via API:

• Comarch: Direct integration available
• Sage: Automated document import
• Synergia: Full E-Delivery support
• Other systems: Check with your provider about API availability

Troubleshooting Common Issues

I forgot my login password

Click "Forgot Password" on the login page. You'll receive a reset link via email.

I'm not receiving notifications

Check your notification settings in the E-Delivery portal. Make sure your email isn't filtering messages from @doręczenia.gov.pl

I can't log in with my Trusted Profile

Visit your nearest post office to reset your Trusted Profile credentials. You'll need your ID document.

How long do documents stay in my mailbox?

Documents are stored for 5 years. After that, they're moved to archive but still accessible.

FAQ: Common Questions

Is setting up an E-Delivery mailbox free?

Yes, completely free. Trusted Profile is also free to obtain.

Can I have multiple mailboxes for different companies?

Yes, you can create separate mailboxes for each company or legal entity you manage.

What if I don't have a Trusted Profile?

You can get one immediately at any post office, city office, or county office with just your ID document.

Who can access my mailbox?

Only you and authorized representatives you've explicitly added. The system uses encryption and electronic signatures.