Accounting, tax and payroll services for companies operating in Poland

Structured accounting, tax and payroll oversight for Polish limited liability companies (sp. z o.o.) and foreign businesses operating in Poland. Designed for boards and CFOs who require compliance certainty, reporting discipline and controlled risk exposure.

Last updated: 1 March 2026

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Who this service is for

Subsidiaries of international groups operating in Poland.
Companies with foreign shareholders requiring reporting in English.
Management boards and CFOs seeking structured compliance and audit readiness.
Foreign entities expanding into Poland without local administrative capacity.

Our model is designed for structured, foreign owned companies with governance and reporting requirements rather than very small local entities seeking the lowest cost.

Experience with foreign owned companies

We support foreign owned subsidiaries and branches operating in Poland within structured group environments. Our work is aligned with board level expectations regarding reporting discipline, compliance governance and audit readiness. Typical areas include statutory compliance, intercompany transactions, documentation standards and coordination with headquarters finance teams.

Why work with us

English speaking professionals

Direct communication in English with accountants and tax advisors who understand cross border structures and reporting expectations of foreign owners.

Integrated accounting, tax and legal support

Ongoing bookkeeping, tax compliance and cooperation with legal professionals within one coordinated structure.

Strong focus on Polish compliance

Continuous monitoring of Polish tax and accounting regulations with practical implementation in day to day operations.

For boards and shareholders, this translates into predictable monthly closing cycles, documented compliance processes, controlled tax exposure and reduced operational involvement in Polish administrative matters.

Legal certainty, accountability and cooperation

Tax services are supervised by a licensed Polish tax advisor. Legal matters, including employment contracts and corporate governance topics, are handled in cooperation with Polish attorneys. Clear allocation of responsibility and documented processes are part of our standard.

What this means for you

Defined responsibilities and internal quality control.
Focus on deadline security, documentation duties and audit readiness.
Structured reporting for management and shareholders.

Typical tax and legal interfaces

Employment contracts and remuneration models.
Shareholder resolutions, management issues and corporate compliance.
Cross border payments, withholding tax and required documentation.

How onboarding works

Initial call to understand your structure, shareholders and current accounting setup.
Document review and compliance assessment of your existing bookkeeping and tax position.
Structured takeover of bookkeeping, payroll and reporting responsibilities, possible also during the tax year.
Carefully managed transition process designed to minimise involvement of your management team and reduce disruption to daily operations.

Common risks for foreign companies in Poland

Incorrect VAT registration or delayed VAT filings.
Missing documentation for intercompany transactions or shareholder loans.
Misclassification of B2B contractors and employees.
Lack of structured reporting for headquarters.
Incomplete preparation for tax audits.

We are typically engaged to eliminate these risks in structured subsidiaries and growth stage foreign owned companies.

Core services for Polish limited liability companies (sp. z o.o.)

For companies already registered in Poland that need ongoing accounting, tax, payroll and compliance support.

Accounting for sp. z o.o. with digital bookkeeping and management reporting

We oversee your accounting processes from document capture through monthly closings and statutory financial statements, ensuring structured reporting and documented compliance.

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What we do

Electronic bookkeeping: Daily processing of all documents you upload, in line with the Polish Accounting Act.
Document workflow: Secure portal for invoices and receipts with clear status of what has already been booked.
Monthly and quarterly closings: Profit and loss, balance sheet and reconciliations prepared on a regular schedule.
Fixed assets and investments: Register, classification and depreciation of fixed assets and projects in progress.
Year end financial statements: Full statutory package prepared for filing to the National Court Register.
Management reporting: Structured financial reporting aligned with group level requirements and board expectations.

Benefits

Predictable closing cycles within a documented compliance framework.
Board level visibility of financial position and risk exposure.
Reduced governance and reporting risk.

Example

Client: Foreign owned trading company in Poland. The headquarters required structured monthly reporting aligned with group requirements while local compliance had to follow Polish rules. We implemented a digital document flow and management reporting that satisfied both the Polish tax office and the foreign owners.

Tax: corporate and individual tax compliance

We coordinate and supervise all tax filings for your Polish company and its key people, oversee withholding tax matters and represent you in interactions with the tax authorities.

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What we do

Corporate income tax: Calculation of monthly advances and preparation of the annual CIT return for your sp. z o.o.
Value added tax: Monthly or quarterly VAT returns including intra EU transactions, exports, imports and split payment handling.
KSeF National e invoicing system: We provide access to software compatible with the Polish government e invoicing system KSeF and support you in issuing structured e invoices.
Personal income tax: Annual returns for directors, shareholders and employees including cross border situations and double taxation issues.
Withholding tax: Support for dividends, interest and royalty payments with treaty and European directive analysis.
Representation before the tax office: We handle audits, questions and ongoing correspondence with the authorities.

Benefits

Controlled tax exposure and deadline security.
Reduced audit and penalty risk.
Structured communication with tax authorities and documented positions.

Example

A Polish subsidiary paid royalties to a parent company abroad. We prepared the correct documentation and structure so that the withholding tax burden was reduced and the company passed a tax audit without negative findings.

Payroll: payroll processing and HR records for Polish employees

We supervise monthly payroll processes in Poland, coordinate ZUS and tax filings, oversee PPK obligations and maintain structured digital HR documentation prepared for inspection.

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What we do

Payroll calculations and payslips: Salaries, bonuses, overtime, sick leave and holiday pay calculated correctly for every employee, with electronic payslips.
ZUS compliance: Preparation and submission of all social security declarations including registrations and deregistrations.
Tax filings: Monthly personal income tax settlements and annual forms for employees and the tax office.
Employee capital plans: Handling of PPK enrolment, contributions and opt out documentation.
Onboarding and offboarding: Practical support when new people join or leave including required certificates and final pay.
Employee records: Digital personnel files, tracking of required medical checks and training, documentation prepared for potential inspections.
Payroll reporting: Monthly summaries of payroll costs for management in Polish and English.

Benefits

Compliance aligned with labour and social security regulations.
Reduced operational burden for management.
Audit ready HR documentation.

Example

An international software company grew its Polish team and started to face payroll errors and incomplete HR files. We took over payroll and documentation, implemented digital storage and automated ZUS filings, which resulted in a smooth inspection without penalties.

Administrative reporting and official correspondence

We coordinate required reports for Polish authorities and structure official correspondence so that your management is not required to engage in day to day formal communication in Polish.

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What we do

Preparation and submission of statistical reports required by the Polish Statistical Office (GUS).
Preparation and submission of reports to the National Bank of Poland regarding cross border payments, loans and investments.
Handling letters and notices from Polish tax offices, customs authorities, social security and other public institutions.
Assistance with questionnaires and formal data requests from regulators.
Monitoring of administrative deadlines to ensure timely submissions.
Structured representation during audits and inspections.

Benefits

Reduced management time spent on Polish administrative procedures.
Lower risk of penalties due to missed reports or incomplete responses.
Clear communication with authorities handled in a structured and documented manner.

Payment process support for outgoing transfers

We structure and supervise your payment process by preparing controlled payment batches, monitoring due dates and strengthening internal control, while you retain final approval authority.

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What we do

Creation of payment proposals based on booked invoices and agreed internal rules.
Grouping payments by due date, supplier and priority to support cash flow management.
Preparation of payment files for import into your online banking system.
Implementation of two person control principles where one person prepares and another approves payments.
Reconciliation of executed payments with accounting records to ensure consistency.

Benefits

Less manual work related to entering transfers in banking systems.
Improved control over payment timing and liquidity planning.
Stronger internal control environment aligned with group compliance standards.

Services for foreign businesses without a Polish company

For foreign entities operating in Poland without a Polish sp. z o.o.

VAT registration and VAT compliance in Poland for foreign entities

Foreign businesses selling goods or services in Poland may require Polish VAT registration even without a local company. We coordinate the entire registration and compliance process in English.

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What we do

Analysis of whether Polish VAT registration is required for your business model.
Preparation and filing of VAT registration documents and communication with the Polish tax office.
Monthly preparation of VAT and JPK V7 returns including cross border transactions, refunds and surpluses.
KSeF National e invoicing system: Access to KSeF compatible software and support in issuing structured e invoices once mandatory.
Structured handling of VAT refund procedures and authority queries.
Clear English explanation of your VAT position and ongoing obligations.

Benefits

Correct VAT setup from the beginning of your Polish activity.
Reduced risk of VAT penalties and blocked refunds.
Transparent reporting for headquarters regarding Polish VAT exposure.

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VAT registration and monthly VAT compliance in Poland

Employ staff in Poland without establishing a local company

Foreign employers can legally hire employees in Poland without forming a Polish legal entity. We coordinate the required registrations, payroll oversight and compliance framework.

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What we do

Registration of the foreign employer with Polish social security and tax authorities.
Monthly payroll processing for employees working in Poland.
Handling of social security contributions and tax withholdings.
Basic HR and documentation support including employment contracts and certificates.
Ongoing compliance oversight under Polish labour and tax regulations.

Benefits

Legal employment structure without the need to incorporate a Polish company.
Full compliance with Polish payroll and social security requirements.
Clear cost overview for headquarters employing staff in Poland.

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Hire employees in Poland without a company

Case study: restructuring and VAT recovery for a foreign owned company

We were engaged by a European shareholder to stabilise and restructure the accounting and tax governance of its Polish subsidiary following several years of inconsistent bookkeeping and reporting delays.

Scope of work

Reconstruction and verification of accounting records for prior periods.
Submission of overdue statutory and tax reports.
Completion of missing VAT documentation and transaction evidence.
Preparation and filing of a high value VAT refund claim for accumulated overpayments which had not previously been claimed due to disorganised documentation, resulting in the recovery of a substantial multi year VAT amount, followed by support during an initial tax audit and provision of structured responses to the authorities to secure the refund.
Implementation of unified employee benefit rules for both B2B contractors and employees.
Implementation of structured monthly management reporting aligned with group requirements.
Review and documentation of shareholder financing and intercompany funding.
Implementation of a zero manual payment entry system with prepared payment batches and controlled approval workflow.
Transfer of day to day administrative accounting tasks away from local Polish management and reduction of internal administrative workload.

Result

The company regularised its compliance position, passed the preliminary tax audit and successfully recovered a significant amount of accumulated VAT that had remained unclaimed for several years due to documentation gaps. Internal reporting was standardised and aligned with group requirements, the financing structure was properly documented for tax and corporate purposes, and the local management team was relieved from routine administrative accounting and payment processing tasks through a structured zero manual entry workflow.

Frequently asked questions on costs and tax audits

Short answers to common questions from managing directors and CFOs.

What does accounting cost in Poland for a sp. z o.o.?

Monthly fees typically start from approximately 150 EUR net per month for companies with limited transaction volume and a standard compliance scope. In structured subsidiaries with foreign shareholders, intercompany transactions or governance and reporting requirements, the fee reflects the complexity and risk exposure.

How does a Polish tax audit work?

Many tax audits are conducted electronically through the request and transfer of digital accounting data to the Polish tax authorities. Properly maintained bookkeeping and complete documentation are essential. Delays or missing documents may lead to additional questions and extended proceedings.

Can you take over accounting during the financial year?

Yes. A structured takeover is possible at any point during the financial year. We perform a compliance review of prior periods, identify gaps and define a controlled transition plan designed to minimise management involvement and avoid disruption to ongoing operations.