Starting a business in Poland
From “what is a JDG?” to your first invoice: the registers, the codes, the choices you make on day one and what they mean every month after.
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Guide 7 of 7
Your documents and your accountant
Whether you need an accountant, what they need from you each month, what to keep and for how long, and how to hand it all over without the hunt.
What documents should you send your accountant every month in Poland?
Invoices, receipts, bank statements: what a Polish accountant needs each month, by which day, what KSeF already shows and what must still come from you.
Do you need an accountant for a JDG in Poland?
No law makes a sole trader in Poland hire an accountant. When doing it yourself works, when it is risky, what an app or an office costs, and what stays your job.
How much does an accountant cost in Poland (including one who speaks English)?
Typical 2026 monthly prices for a JDG and a sp. z o.o., the extra fees in the small print, English-speaking service, and what to put in the contract.
Doing your own books as a sole trader on ryczałt: what it takes each month
Doing your own books on ryczałt in 2026: the revenue register, two payments by the 20th, the extra VAT work, the PIT-28 and the yearly health reconciliation.
Changing accountant in Poland: when to switch and what to hand over
Switching accountant in Poland? When to leave, what the old office must hand back, which permissions to withdraw, and what to update within 7 days.
How to organise invoices and receipts for a Polish business: a 10-minute weekly system
One folder per month, file names you can read in a year, paper receipts kept safe, and a weekly check against the bank. A simple system for a Polish business.
Month-end checklist for sole traders in Poland: 30 minutes a month
Collect, check, send, pay, file: the five month-end jobs for a Polish sole trader, with every ZUS, tax and VAT date for the rest of 2026.
How long must you keep invoices in Poland? (In practice, longer than 5 years)
Not 5 years from the invoice date: they run from the end of the year the tax was due, so 2026 invoices stay until 31 December 2032. Plus KSeF, scans, closing.
Receipt or invoice? Receipts with your NIP, the 450 PLN rule, and KSeF
When a till receipt with your NIP counts as an invoice in 2026, when to ask for a real one, what counts as a cost, and what changes with KSeF on 1 January 2027.
Lost an invoice or a receipt in Poland? How to get a duplicate
Ask the seller for a duplikat, download KSeF invoices again yourself, and learn what a bank statement cannot prove. Plus what to do about lost receipts.
KSeF won't collect your Google, Adobe and AWS invoices. Here's what still lands on you
Google, Adobe and AWS invoices normally never reach KSeF. Where to download them, how they get a złoty value, and how to get them to your accountant each month.
How to match your bank statement to your invoices and find missing documents
Put your bank statement next to your invoices, give every line a reason, and find the missing documents before your accountant asks for them.
The month package: how to send your accountant a whole month in one folder
One button turns a month into a folder and a ZIP: invoices with readable names, bank statements and a summary. What is inside, and how to send it.
A folder structure and file names your accountant will thank you for
Year and month folders, side folders for the rest, and one naming pattern for every invoice, receipt and statement. Plus where to keep it all and how long.
Close every month without the hunt.
Drop documents in as they arrive. Komplet files them, checks them against your bank statement and tells you what is still missing. Free, for your Mac.
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