An online accountant in Poland: how it actually works

The most common question is this one: “You are in Gdańsk and I am in Warsaw — how is that going to work?”

Exactly the same as for a client on the next street. Accounting in Poland has been fully electronic for years: declarations are filed online, ZUS accepts documents through its own portal, and from 2026 invoices go through KSeF. There is almost no paper left in the process — so the city you live in does not matter.

Below is the whole process step by step, so you can see what happens to your documents and what we need from you.

What working together looks like

1. Getting to know you, and a price A call or a message thread: you tell us what you do, roughly how many documents you have per month, and which form of taxation you are on. We tell you immediately what the service will cost — no “we will work it out later”.
2. Contract and access rights — remotely We sign the contract and you grant us the right to file your declarations. This is standard procedure: without it no accountant in Poland can file on your behalf. We prepare all the forms; your part is the signature.
3. We take over your history If your JDG is already running, we take over the books: we check what was filed before, reconcile the state of your ZUS and tax office accounts, and tell you whether everything is in order. If the business is only starting, we help with the first steps.
4. Every month: you send documents, we do the maths You upload the month's documents, we keep your KPiR or lump-sum records, prepare the ZUS declarations, and calculate how much tax to pay for that month. You get concrete amounts and deadlines: how much, where, and by when.
5. We keep you posted We write when your reduced-ZUS period is ending, when rates change, when the annual return is coming up. You can ask questions at any point — not only at month end.

What you send us, and how

No special software and no particular formats. Whatever suits you:

A photo from your phone is perfectly fine — no need to scan anything or convert it to PDF. All that matters is that the amounts, dates and NIP are legible.

The sooner you send things the calmer it is, but we do not turn that into a hard deadline. As soon as your documents reach us, we get to work on them.

We will notice if something is missing

This is the thing that sets us apart most — and the thing worth warning you about in advance.

We build you a personal list of documents we expect each month: your invoices, your rent, your bank statements. And if something on that list is missing at the end of the month, we write and ask.

It sounds like a small thing, but this is exactly where it usually goes wrong. The classic story: the business owner forgets to send the rent invoice, the accountant calculates the tax without it — and everyone finds out a year later. A great many accountants work precisely this way: whatever arrived is what got counted. Not out of malice, but because calling and chasing takes time, and it is treated as the client's responsibility.

We are not able to work like that. These are your taxes — and we are building a long relationship with you, not selling a one-off service. Frankly: it is not in our own interest for you to be fined or to overpay. We value our reputation far too much for that.

The same list is visible in the app, so you do not have to keep it in your head or dig through old messages.

The Zgoda app: your taxes in your pocket

We built our own app — and we built it for business owners without a financial background, not for accountants. For someone who is under no obligation to know what a tax advance is, but has every right to understand what is happening to their company's money.

It is the first app in Poland built first and foremost for Ukrainians — and for every other foreigner who needs to find their footing in the Polish tax system faster.

The app interface is currently in Polish.

KSeF invoices: who is responsible for what

From 2026, invoices between businesses in Poland go through KSeF, the national e-invoicing system. The system itself is free — you pay the state nothing for it. The difficulty is not the cost but the setup: certificate, authorisation, access rights.

Here it matters to be clear about how the roles are split. We do not send your invoices for you. We prepare the invoice draft — and each side is responsible for its own part:

This is deliberate. What your service costs, in which currency, and by when the client has to pay are your commercial arrangements, and nobody but you can confirm them. Whether the invoice meets the legal requirements, on the other hand, is our responsibility — and we take it on before the document reaches the state system.

• First-time setup — together, on a call. We generate your KSeF certificate, connect it and check that everything works. It takes 10–15 minutes and is done once.
• We help you grant us rights in the system. So that we can see your incoming invoices and record your costs correctly, your accountant needs access rights. This is done inside KSeF itself — we walk through that step with you.
• We watch the certificate's expiry. It does not last forever, and when it is time to renew, the reminder comes from us rather than from the system on the final day.

All of this is included in your monthly package — there is no separate charge for KSeF.

Documents on request: KPiR, ZUS DRA and certificates

This is the thing people usually remember at the worst possible moment — when there are three days left to submit a residence permit application and the officer is asking for proof of income.

We keep your documents on file and prepare them on request:

• KPiR — podatkowa księga przychodów i rozchodów, your book of revenue and expenses. Needed for residence permits, for banks, sometimes for renting premises.
• ZUS DRA — the monthly ZUS declaration. It shows that your contributions were calculated and filed.
• An income certificate for the period you need, in the form the institution asks for.
• Filing confirmations (UPO) — proof that a return actually reached the state system.

We hold all of it, so preparing a document for you is no trouble and not a separate service. Call us or send an email and we will do it quickly. No appointment, no travelling, no waiting for month end.

Online across Poland — with an office in Gdańsk

Our clients live in Warsaw, Kraków, Wrocław, Poznań and in smaller towns where an English-speaking accountant simply is not available. The service is identical for everyone: the same response times, the same deadlines, the same price.

The office is in Gdańsk, at Wały Jagiellońskie 8/37. If meeting in person is easier for you, you are always welcome. But it is an option, not a requirement.

Frequently asked questions