Accounting for IT Companies in Poland
Accounting, tax compliance and financial reporting for foreign-owned software, SaaS, technology and IT service companies operating in Poland.
Poland offers a favourable environment for technology companies. A Polish IT subsidiary must operate as a real business, maintain compliant accounting records and correctly handle intercompany invoicing, software costs, foreign subscriptions, contractor settlements and reporting to its foreign parent company.
For a standard foreign-owned IT company with up to 50 source documents per month.
- Polish statutory bookkeeping
- VAT and JPK compliance
- CIT calculations
- Intercompany invoice accounting
- Management reporting
- Annual compliance coordination
The final fee depends on document volume, transaction complexity and reporting requirements.
Dedicated accounting
Accounting for software, SaaS and technology companies
This service is designed for Polish companies owned by foreign groups and for international technology businesses that have established operational activity in Poland.
Why accounting for an IT company in Poland is different
A foreign-owned IT company normally combines Polish statutory accounting with intercompany services, foreign subscriptions, contractor invoices, software development costs and reporting to the parent company. These matters are normal in the technology sector, but they must be handled consistently from the start.
Intercompany invoicing
Services provided to a foreign parent company must be genuine, documented and invoiced according to a consistent commercial model.
Profitability and losses
Initial losses may be commercially justified, but recurring losses in a company providing regular services to its group require careful treatment.
B2B contractors
Contractor invoices must match the contractual and operational model used by the company and be recorded consistently.
Foreign subscriptions
Cloud infrastructure, licences and foreign software subscriptions frequently create Polish VAT and currency conversion issues.
Development costs
Software-related costs may require different treatment depending on whether they relate to services, development work, licences or intangible assets.
Group reporting
Polish statutory books often need to be mapped to the reporting format used by the foreign parent company.
Intercompany services must be invoiced on a genuine commercial basis
A Polish IT subsidiary frequently provides software development, technical support or technology services to its foreign parent company.
The Polish company should have a defined scope of services, contractual documentation, a consistent invoicing process and remuneration reflecting the activity performed in Poland.
Receiving only enough money to cover contractor costs, salaries, rent and current expenses is not the same as earning revenue from properly documented services. Group budgeting may be used for internal planning, but it does not replace contracts, invoices, accounting records or a commercially justified remuneration model.
Project, contract and software development accounting
IT companies often require more detailed accounting than a standard service business. Revenue and costs may need to be assigned to individual projects, contracts or development periods.
Fixed-price contracts
Revenue and project costs may need to be allocated to the correct accounting and reporting periods.
Time and material services
Invoices should correspond to the services, time records and reporting period covered by the contract.
Software development work
Development costs may require treatment as current operating costs, development work or intangible assets.
Cloud services, licences and foreign subscriptions
Technology companies regularly purchase services from foreign suppliers. These transactions may require Polish import-of-services VAT treatment, currency conversion and correct identification of the supplier and reporting period.
B2B contractors in the Polish IT sector
Cooperation with independent B2B contractors is common in the Polish technology sector. It can provide flexibility to both the company and the specialist.
The accounting records, invoices and contractual model should remain consistent with the actual way in which the cooperation is performed.
- Clear scope of services.
- Regular contractor invoices.
- Consistent contract and accounting model.
- Correct cost and VAT treatment.
The use of a B2B agreement does not by itself determine whether the relationship is genuinely independent. The actual working model remains relevant.
Profitability and consistent intercompany billing
A newly established IT company may initially incur losses while recruiting specialists, implementing systems and starting operations.
However, a Polish company that regularly provides services to a foreign parent should have a consistent invoicing model and commercially justified remuneration. Repeated losses may indicate that the Polish company is not being compensated correctly for the activity performed in Poland.
Financing the company before it becomes profitable
A new Polish company may require financing before it begins generating sufficient revenue. The financing method should correspond to its actual economic purpose.
Equity financing
Share capital, additional contributions or another properly documented form of equity financing.
Shareholder or group loan
A loan documented and recorded according to Polish accounting and tax requirements.
A company should not finance its start-up period through invoices for consulting, advisory or other services that were not actually performed.
Scope of our accounting service
Monthly accounting
- Polish statutory bookkeeping.
- Bank and ledger reconciliation.
- Purchase and sales invoice accounting.
- Accruals and period-end entries.
- Fixed asset records.
Tax compliance
- VAT registers and calculations.
- JPK_V7 preparation.
- CIT advance calculations.
- Foreign service purchase accounting.
- KSeF-ready document workflow.
IT-specific accounting
- Intercompany invoice accounting.
- B2B contractor invoices.
- Cloud and licence costs.
- Development project costs.
- Foreign currency transactions.
Reporting and year-end
- Monthly financial reports.
- Reporting to foreign owners.
- Annual financial statements.
- Annual CIT return.
- Polish statutory reporting.
Reporting to the foreign parent company
The Polish company must comply with Polish accounting rules, while the foreign parent often expects data in its own management or group reporting structure.
Polish statutory records
Books and reports maintained according to Polish accounting and tax requirements.
Management reporting
Monthly data prepared in an agreed format for the foreign finance team.
Balance reconciliation
Reconciliation of intercompany balances and explanations of Polish accounting entries.
Specialist support
Why foreign IT companies use Sarego Finance
Experience with foreign-owned companies
We understand the reporting, communication and intercompany requirements of Polish subsidiaries owned by international groups.
IT-specific accounting approach
We pay particular attention to contractor invoices, software costs, cloud services, development work and intercompany billing.
Tax advisor supervision
Material tax and compliance matters are supervised by a licensed Polish tax advisor.
English-language service
Foreign management receives clear requests, deadlines and explanations in English.
Digital document workflow
Documents are handled through a paperless, KSeF-ready accounting process.
Compliance-focused accounting
We do not only record documents. We monitor whether the accounting treatment remains consistent with the company's actual operating model.
Pricing
Accounting fees for an IT company in Poland
Accounting onboarding, configuration of the document workflow, opening of the accounting records and preparation of the company for regular monthly reporting.
For a standard operating IT company with up to 50 source documents per month, subject to the transaction structure and reporting requirements.
Annual reporting, corrections, accounting takeover, non-standard management reports and additional compliance work are priced separately. All prices are net of VAT.
How the accounting onboarding works
Your Sarego Finance team
Who handles your case
Wiktoria Buczek
First contact and client coordination
Handles initial enquiries, collects information for the accounting proposal and coordinates the onboarding process.
Contact Wiktoria
Sylwia Buczyńska
Chief Accountant
Supervises accounting, monthly closing, tax calculations, reporting and the correct treatment of intercompany transactions, contractor costs and software-related expenses.
Jerzy Gaweł
Tax Advisor
Supervises material tax and compliance matters, including intercompany billing, profitability, financing and the consistency of the Polish company's accounting model.
Related services
FAQ
How much does accounting for an IT company in Poland cost?
Monthly accounting starts from 2,500 PLN net for a standard IT company with up to 50 source documents. The final fee depends on transaction complexity and reporting requirements.
Can a Polish IT company initially generate a loss?
Yes. Initial losses may result from recruitment, implementation and start-up costs. Repeated losses should remain commercially justified and consistent with the company's invoicing model.
Can the parent company transfer only enough money to cover Polish costs?
Funding and payment for services are different transactions. A company providing services should generally earn properly documented revenue. Start-up financing should be recorded as equity or debt, depending on its legal form.
Can an IT company use B2B contractors in Poland?
Yes. This model is common in Poland. The contract, invoices, accounting records and actual cooperation model should remain consistent with an independent business relationship.
How are foreign software subscriptions accounted for?
Foreign cloud, hosting and software services may require import-of-services VAT treatment, currency conversion and correct allocation to the reporting period.
Do software development costs require special accounting treatment?
Sometimes. Their treatment depends on whether they represent ordinary services, development work, purchased licences or internally created intangible assets.
Can Sarego Finance report to a foreign parent company?
Yes. We can prepare recurring financial reports and reconcile Polish accounting data with an agreed group reporting structure.
Send us the company name, business model, monthly document volume, VAT status and current accounting position.