Accounting for Polish Subsidiaries of Foreign Companies
Full statutory accounting, CIT, VAT, payroll and year-end reporting for Polish subsidiaries owned by foreign companies.
We manage the Polish compliance process and provide clear English communication for foreign shareholders, finance teams and management boards.
This service is suitable if
- Your Polish subsidiary is owned by a foreign parent company.
- You need full statutory bookkeeping under Polish rules.
- Your management team works mainly outside Poland.
- You need VAT, CIT, payroll and annual reporting in one place.
- You expect structured communication and clear deadlines.
Service profile
Accounting designed for foreign-owned Polish subsidiaries
A Polish subsidiary has the same statutory accounting and tax duties as any Polish company, but the practical expectations are usually higher. The local books must comply with Polish law, while the foreign parent company expects timely information, consistent classification and explanations in English.
Typical clients
- Polish sp. z o.o. owned by an EU, UK, US or other foreign parent company.
- New subsidiaries entering the Polish market.
- Existing companies changing their accounting provider.
- Management boards operating without a full local finance department.
- International groups requiring regular reporting from Poland.
What foreign owners usually need
- English communication with the accounting team.
- Reliable monthly closing and deadline control.
- Clear treatment of intercompany transactions and shareholder financing.
- Support with Polish tax offices and statutory filings.
- Coordination between accounting, tax, payroll and corporate documentation.
The service is built for foreign-owned companies that expect structured compliance, English communication and professional responsibility for the Polish entity.
Monthly accounting and statutory bookkeeping
We maintain the subsidiary's accounting books in accordance with the Polish Accounting Act and Polish tax rules. The process covers document collection, posting, reconciliation, tax calculations and preparation of regular accounting information.
Document processing
- Sales and purchase invoices.
- Bank statements and payment transactions.
- Employee expenses and business travel.
- Contracts, settlements and accounting notes.
- KSeF-compatible digital document workflow.
Bookkeeping and closing
- Posting under the Polish chart of accounts.
- Receivables and liabilities reconciliation.
- Bank, tax and payroll account reconciliation.
- Accruals, provisions and prepaid expenses.
- Monthly or quarterly closing procedures.
Accounting information
- Profit and loss account.
- Balance sheet information.
- Tax settlement summaries.
- Outstanding receivables and liabilities.
- Data required by the foreign finance team.
The Polish subsidiary has complete statutory books, while the foreign parent company receives a predictable flow of accounting data without having to manage Polish-language filings or routine communication with public authorities.
CIT, VAT and Polish tax compliance
Accounting and tax compliance are closely connected. We calculate the subsidiary's monthly tax position, prepare statutory filings and identify transactions that require additional tax analysis before they are reported.
Corporate income tax
- Monthly CIT advance calculations.
- Review of tax-deductible and non-deductible costs.
- Accounting for depreciation and fixed assets.
- Identification of withholding tax issues.
- Annual CIT-8 preparation as a separate year-end service.
VAT and JPK
- VAT registers and monthly VAT calculations.
- JPK_V7 preparation and submission.
- Domestic and intra-EU transactions.
- Import, export and reverse-charge transactions.
- Support during VAT refund or tax office verification procedures.
Clients receive access to a digital document workflow and support with KSeF authorisation and structured invoice handling. KSeF setup is completed during onboarding.
Reporting to the foreign parent company
Polish statutory accounts are prepared under Polish rules, but the foreign owner may need a different reporting format. We can prepare recurring accounting information and coordinate mapping to the parent company's reporting structure.
Standard management information
- Monthly P&L and balance sheet.
- Tax and payroll liability summaries.
- Receivables and payables information.
- Cash and bank reconciliation data.
- Explanations of material accounting entries.
Group-level coordination
- Reporting packages requested by headquarters.
- Account mapping to group categories.
- Intercompany balance confirmation.
- Information for consolidation.
- Coordination with group auditors and finance departments.
Non-standard group reporting is scoped separately because the required format and frequency differ between international groups.
Basic pricing
Monthly fees depend mainly on document volume and the complexity of the Polish operation.
For a newly operating company with up to 15 source documents per month.
- Statutory bookkeeping.
- VAT register.
- CIT advance calculation.
- Basic monthly accounting reports.
For an operating company with up to 50 source documents per month.
- Full monthly bookkeeping.
- VAT and CIT calculations.
- Accounting reports.
- English communication with management.
A one-time onboarding fee applies when we set up a new company or take over accounting from another provider. JPK_V7, payroll, payment management and year-end services are priced separately.
What the monthly service includes
The recurring accounting fee covers the normal monthly compliance cycle for the agreed document volume. Responsibilities and deadlines are defined during onboarding.
Accounting and tax cycle
- Collection and review of accounting documents.
- Statutory bookkeeping and ledger maintenance.
- VAT register and CIT advance calculation.
- Monthly accounting reports.
- Monitoring of routine filing deadlines.
- Basic clarification of accounting discrepancies.
Client communication and workflow
- English-speaking contact person.
- Digital submission through Saldeo.
- KSeF-compatible invoice archiving.
- Structured requests for missing documents.
- Information on taxes and payments due.
- Coordination of routine official correspondence.
Payroll, payment management, annual financial statements, CIT-8, shareholder resolutions, KRS filings, tax audits, transfer pricing and formal advisory work are separate services.
Year-end closing and statutory reporting
Polish subsidiaries must close their accounting books, prepare annual financial statements, file a CIT-8 return and complete corporate approval and KRS filing procedures.
Accounting and tax closing
- Reconciliation and closing of the accounting books.
- Balance sheet and profit and loss account.
- Statutory notes and required disclosures.
- Annual CIT-8 calculation and filing.
- Coordination of electronic signatures.
Corporate approval and KRS
- Shareholder resolutions approving the accounts.
- Profit distribution or loss coverage resolutions.
- Corporate documentation in Polish and English where required.
- Electronic filing with the National Court Register.
- Coordination between accountants and corporate lawyers.
Year-end services are priced separately because the scope depends on the company's size, transaction volume and corporate situation.
Integrated legal support
Accounting, tax and legal coordination under one roof
Foreign-owned subsidiaries frequently need legal work that is directly connected with accounting and tax compliance. Examples include shareholder resolutions, employment contracts, management board changes, financing documents, dividend distributions and responses to public authorities.
Sarego Finance handles accounting, payroll and tax compliance. Legal services are coordinated with Gostyński & Partners, a Polish law firm working with international clients. Both teams share the relevant client context and coordinate the required steps instead of sending the client between unrelated providers.
Corporate and commercial support
- Shareholder and management board resolutions.
- Changes registered with the KRS.
- Profit distribution and dividend documentation.
- Shareholder loan and financing agreements.
- Corporate governance and representation matters.
- Review of commercial contracts affecting accounting or tax.
Employment and authority matters
- Employment contracts and internal policies.
- Non-compete, termination and settlement documentation.
- Support during labour inspections and ZUS proceedings.
- Tax audit and dispute coordination.
- Formal legal opinions where required.
- Representation before Polish authorities and courts.
One coordinated process. One point of contact.
Learn more about legal coordinationLegal work is quoted and invoiced separately. No additional legal work is started without prior scope and cost confirmation.
Additional services commonly required by subsidiaries
Payroll and HR
Monthly salary calculations, PIT and ZUS settlements, electronic payslips and employee file administration.
Typical scope
- Gross-to-net calculations.
- Absence and leave accounting.
- PIT, ZUS and PPK reporting.
- Employment documentation coordination.
Payment management
Preparation of supplier, payroll and tax payments for approval by the company's authorised representative.
Typical scope
- Passive access to online banking.
- Preparation of payment batches.
- Bank statement downloads.
- Basic payment reconciliation support.
Shareholder financing
Accounting and tax coordination for shareholder loans and other cross-border financing of the Polish subsidiary.
Typical scope
- Loan balance and interest accounting.
- PCC and withholding tax analysis.
- NBP reporting.
- Transfer pricing review where applicable.
Intercompany transactions and shareholder loans
Transactions between the Polish subsidiary and foreign group companies require consistent documentation and accounting treatment.
Common intercompany items
- Management and administrative service charges.
- Licence, royalty and technology fees.
- Cost recharges and shared service arrangements.
- Intercompany purchases and sales.
- Loans, interest and cash pooling.
Areas requiring attention
- Written agreements and supporting calculations.
- Correct VAT and withholding tax treatment.
- Arm's-length pricing and transfer pricing thresholds.
- NBP reporting for cross-border financing.
- Consistency between legal documents and accounting records.
Common compliance risks for foreign-owned subsidiaries
- Missing documents for intercompany services or shareholder loans.
- Late or incorrect VAT and JPK reporting.
- Inconsistent treatment of foreign expenses and recharges.
- Failure to identify withholding tax obligations.
- No structured monthly closing for the foreign parent company.
- Incomplete employee or payroll documentation.
- Late financial statements and KRS filings.
- Accounting records that do not match corporate documentation.
The purpose of the service is not only to post documents, but to identify these issues before they become tax, audit or corporate problems.
How onboarding and accounting takeover work
- Initial information
We review the company's activity, shareholders, VAT status, expected document volume, employee count, bank accounts and reporting requirements. - Scope and proposal
We define the monthly accounting tier, JPK, payroll, payment management and any non-standard reporting or advisory work. - Document and compliance review
For an existing company, we review the prior accounting structure, filing status, opening balances and available accounting records. - Powers of attorney and systems
We prepare the required authorisations, configure KSeF and accounting systems and provide access to the Saldeo document workflow. - Opening balances or accounting handover
We receive the books, tax registers, fixed asset records, payroll data and outstanding authority correspondence. - Regular monthly cycle
The client receives document deadlines, reporting dates, contact details and a defined approval process for taxes and payments.
A year-end change is not required. The practical timing depends on the quality and completeness of the records received from the previous provider.
Why foreign groups use Sarego Finance
Specialisation in foreign-owned companies
Our workflows are designed for Polish subsidiaries whose owners and decision-makers are outside Poland.
Tax advisor supervision
Tax matters and compliance processes are supervised by a licensed Polish tax advisor. Issues beyond routine bookkeeping are identified and escalated.
Paperless, KSeF-ready workflow
Documents are submitted digitally. The workflow supports structured invoices, electronic authorisations and remote management.
Integrated tax and legal coordination
Accounting, payroll, tax and legal work can be coordinated within one structure.
Clear English communication
The foreign management receives deadlines, requests and explanations in English. Routine Polish administrative matters are handled locally.
Transparent pricing
Recurring fees are based mainly on document volume and agreed services. Additional advisory or legal work requires prior scope and cost approval.
Related structures
Accounting for a Polish branch
A branch is not a separate legal entity and requires a different approach to profit allocation, head-office settlements and reporting.
Subsidiary or branch?
Compare legal, tax and operational differences before choosing the Polish structure.
Who handles your case
Wiktoria Buczek
First contact and client coordination
Initial contact, document collection, proposal coordination and onboarding support.
Get proposal
Sylwia Buczyńska
Chief Accountant
Daily accounting operations, reporting and ongoing accounting coordination.
FAQ
How much does accounting for a Polish subsidiary cost?
Monthly accounting starts from 1,800 PLN net for up to 15 source documents and from 2,500 PLN net for up to 50 source documents. The final fee depends on document volume, turnover, VAT, payroll and reporting requirements.
Is onboarding charged separately?
Yes. Onboarding of a newly established company costs 2,000 PLN net. Taking over an existing company starts from 3,200 PLN net.
Are annual financial statements included in the monthly fee?
No. Annual CIT-8, financial statements, shareholder resolutions and KRS filing are separate year-end services.
Can you report to our foreign parent company in English?
Yes. We communicate in English and can provide accounting data and reports required by the foreign management or group finance team.
Do you also provide payroll?
Yes. Payroll and HR administration are available as additional monthly services.
Can you take over accounting from another provider?
Yes. We review the prior accounting structure, receive the accounting records and manage the transition. Historical cleanup or reconstruction is priced separately.
Send the company name, monthly document volume, VAT status, employee count and current accounting position.
All prices are net of VAT and apply to standard cases based on complete and accurate information. Additional services are confirmed before work starts.