Accounting Services in Poland: A Guide for Foreign Business
Accounting Services in Poland: A Complete Guide for Foreign Entrepreneurs
Doing business in Poland offers foreign entrepreneurs tremendous opportunities. But with opportunity comes responsibility, chief among them being accurate and compliant accounting. Any mistake here can cost more than just money in penalties from the Urząd Skarbowy (Tax Office) or ZUS (Social Insurance Institution); it can cost you time, stress, and even your company’s reputation.
Many new owners of a spółka z o.o. (a limited liability company) face a dilemma: hire a full-time in-house accountant or outsource the work to a specialized firm? In this article, we will systematically break down what accounting services in Poland truly entail, how their costs are determined, and what to look for when choosing a partner—so you can gain peace of mind.
What’s Included in a Standard Package for a Spółka z o.o.?
When you sign a contract with an accounting firm (biuro rachunkowe), you’re getting more than just a one-off service; you’re getting comprehensive support that covers your company’s essential compliance needs. Quality accounting in Poland is a systematic process.
💡 Important to understand: The exact set of services can vary slightly, but the foundation provided by professional firms will be similar. Always clarify the details before signing a contract.
A standard package for a spółka z o.o. typically includes:
- Maintaining Accounting Books (Księgi Rachunkowe): This is the core of “full accounting.” It involves the systematic recording of all your company’s economic transactions based on the primary documents you provide.
- Calculating and Filing Tax Declarations (CIT, VAT): Preparing and submitting monthly or quarterly declarations for corporate income tax (CIT), value-added tax (VAT), and the mandatory JPK_VAT file.
- Managing ZUS Obligations (Zakład Ubezpieczeń Społecznych): Calculating social security and health insurance contributions for board members and employees, as well as submitting the required declarations on time.
- Preparing the Annual Financial Statement (Sprawozdanie Finansowe): Drafting the complete annual report for submission to the National Court Register (KRS).
- Basic Consulting and Representation: Handling routine communications with government authorities regarding your ongoing accounting matters.
⚠ What’s usually considered an add-on service?
Payroll services (Kadry i Płace), specialized reports for institutions like GUS (Statistics Poland) or NBP (National Bank of Poland), assistance during audits, and in-depth tax planning are most often treated as separate services.
How is the Cost of Accounting Services in Poland Determined?
The price for accounting services is not an arbitrary number. It directly correlates with the amount of work your company requires.
Key factors that influence the price:
- Number of Documents: This is the primary cost driver. The more invoices and documents to process, the higher the fee.
- VAT Payer Status: Being a VAT payer complicates reporting and increases the price.
- Number of Employees: Payroll accounting is typically priced separately per employee.
- Transaction Complexity: International transactions (e.g., within the EU or outside) are more complex and costly to handle than purely domestic operations.
- Region: The cost of services in major business hubs like Warsaw, Kraków, or Gdańsk may be slightly higher than in smaller cities due to differences in the firms’ operational costs.
On average, the cost for a basic package for a small spółka z o.o. with a low volume of documents starts from 500–700 PLN + VAT per month.
Why an English-Speaking Accountant is Your Key Advantage
For a foreign entrepreneur, the language barrier is a major source of stress. Complex tax terminology and the nuances of Polish legislation can be a significant challenge. Having an English-speaking accountant in Poland is a critical factor for running your business with confidence.
- Clear Consultations: All requirements from ZUS and the Urząd Skarbowy are explained to you in plain English.
- Reduced Risk: A precise understanding of all tax nuances protects you from costly mistakes.
- Time Savings: You can discuss financial matters directly, without needing a dictionary or a translator.
At ARK Biuro Rachunkowe, our service was built from the ground up with a focus on foreign entrepreneurs, ensuring full support in English at every stage.
Outsourced Accounting vs. an In-House Employee?
For small and medium-sized businesses, the choice is clear. Outsourcing your accounting in Poland is a strategic move that not only reduces the costs associated with a full-time employee but also minimizes financial risks thanks to the professional liability of an established firm.
The Advantages of Outsourcing:
- Cost Savings: You don’t pay a salary, payroll taxes, or for software licenses and office space for an accountant.
- Expertise: You gain access to the collective knowledge of a team, not just one individual.
- Continuity: Your company’s accounting doesn’t stop for vacations or sick leave.
- Liability: A professional firm is financially responsible for its work, which is backed by mandatory liability insurance (polisa OC).
How to Choose a Reliable Partner: A 5-Step Checklist
Choosing an accounting firm is a strategic decision that lays the groundwork for your company’s stability.
- Check for a License and Insurance: Ask for the Ministry of Finance accounting certificate (certyfikat księgowy) and liability insurance (polisa OC). These are mandatory.
- Clarify Their Specialization: Look for firms that understand the specifics of your industry and have experience working with foreign-owned companies.
- Evaluate Communication: It is vital that you can communicate effectively in a common language. Ensure they are responsive and clear.
- Review the Contract: Read carefully to understand what is included in the monthly fee and what constitutes extra, billable work.
- Don’t Chase the Lowest Price: Extremely low prices often correlate with low-quality service or inexperienced staff, which can cost you far more in the long run.
The right accounting partner is the foundation for your business’s stable growth in Poland.
Do you feel you need systematic support and a reliable, English-speaking accountant? Contact us for a free consultation, and we will find the optimal solution for your company.