Frequently asked questions about working with Profais

Prices start from PLN 270 a month for 15 documents (KPiR or lump-sum tax — ryczałt, business not registered for VAT), PLN 320 (VAT-registered), PLN 900 for full bookkeeping, PLN 60 per employee for payroll and HR; client panel PLN 9 a month + PLN 6 per GB. All prices are net; we add 23% VAT to the price (HR and payroll too). Individual quote. We prepare a quick quote after the first conversation. Details on the Pricing page.

We begin with a free conversation of about 30 minutes (phone, video or a meeting at the office). We ask what your business does, whether it is a one-person business or a company, and who keeps your books now. After the conversation you quickly receive an offer with a price. If it suits you, we sign the contract and agree when we start. This is usually the beginning of a month or a quarter. The whole start (handing over documents, giving us access and the first month of working together) takes from 2 to 6 weeks.

It depends on the state of your documents, so we agree it with you separately. It is best to change firms at the turn of a settlement period, for example at the end of a month or quarter, because then the settlements do not get out of step between two firms. It usually goes like this. If you wish, we first review the books from the last 12 months and check that nothing is missing (this is optional). Then we take over the documents and check that the figures in the books add up. We receive a power of attorney from you, that is, an authorisation to sign and file returns on your behalf. For the first month we work together so that everything settles in properly.

No. We do the vast majority of the work remotely. We fetch your invoices from KSeF (the national e-invoicing system) ourselves. Other documents, for example contracts and bank statements, you upload to the client panel (a website where you have your documents and settlements) or send to us by secure email. If you prefer to talk in person, you are welcome at the office at Zgierska 176 in Łódź. We like meeting clients, especially for the first conversation.

Yes. You have your own account manager for bookkeeping and, if you employ staff, a separate one for HR and payroll. They are people who know your business and your sector. We have no call centre and no passing of a matter from department to department. That is how we have worked since 2006.

Yes. The first conversation is free. We help you through all the steps:

• choose the type of business: a one-person business, a civil partnership or a limited company,
• choose the PKD codes (codes that describe what the business does),
• choose how to pay tax: the scale, the flat tax or lump-sum tax,
• file the registration application (in the CEIDG, that is, the register of one-person businesses, or in the KRS if you are setting up a company),
• register the business with ZUS (Polish social insurance) and the tax office,
• open a business account and set up KSeF.

We also described everything step by step in the guide How to set up a one-person business in 2026. Words you may not know are explained in the glossary at the end of this page.

Yes — most of our clients are from outside Łódź. We serve businesses across Poland. Communication is through the client panel, email, phone and video conference; we arrange in-person meetings on request. We also have clients with foreign capital and we serve them in English — details in the English-speaking service.

We work on professional accounting programmes. You do not need to have them or know them. If you have your own invoicing programme, you can stay with it — we collect invoices from KSeF, and you pass on the other documents through the client panel. We work on FinnAI: in the FinnAI client panel you have your documents, an overview of your settlements and your invoices from KSeF in one place.

Four main factors: (1) the number of accounting documents per month (invoices, statements, contracts), (2) the legal and tax form (limited company ≠ sole trader, scale ≠ flat tax ≠ lump-sum tax), (3) additional scope — HR/payroll, management reporting, reports in English, (4) the number of employees on the payroll. Less important: sector and location.

Costs are always specified in the price list and/or the contract. Service outside the scope agreed when the cooperation starts may carry an additional charge.

Remuneration is payable monthly on the basis of an invoice issued in the first week of the month following the settlement month, with a payment term of 14 days from the date of issue. For one-off services settlement in instalments is possible — details in the contract.

Yes. We hold the compulsory professional indemnity insurance of an accounting firm (Art. 76h of the Accounting Act).

We apply technical and organisational security measures appropriate to the risk: TLS encryption of transmission, access control with individual logins and a strong password policy, daily backups in a separate location, confidentiality clauses signed by all employees, annual GDPR training. The full description is in the GDPR section (in Polish) and the Privacy Policy (in Polish).

Where the mistake is on our side, we inform you without delay and correct it at no additional charge (a corrected return, re-filing of the file). We are liable for losses resulting from our mistakes under the contract and the Civil Code; we hold the compulsory professional indemnity insurance of an accounting firm (Art. 76h of the Accounting Act).

You do not. You upload bank statements to the client panel. We never ask for the login and password to your online banking, or for the authority to make transfers or change account settings. You keep full control over your funds.

Access is held by persons authorised in writing to serve the particular client — most often two people: the chief accountant and the firm's owner as a backup — and, in the technical scope, system providers, on the basis of data processing agreements (list on request). The list of authorisations is documented in line with the GDPR. Employees sign confidentiality clauses and attend annual personal data protection training.

Five main areas: invoicing and KSeF 2.0 handling, full bookkeeping for companies, KPiR and lump-sum tax for sole traders, HR and payroll, and the English-speaking service for subsidiaries of foreign groups.

Yes. As part of our accounting service we fetch your invoices from KSeF for posting and help you set up permissions; we also handle corrections and offline mode. We have been invoicing in KSeF ourselves since 1 February 2026, before the obligation applied to us.

To the extent that we keep your books and prepare returns, we explain how the rules translate into your settlements. Tax advice and opinions on matters going beyond day-to-day settlements, and representation in tax proceedings, belong to tax advisers and legal advisers (in accordance with the Act on Tax Advisory). In such matters we will tell you when it is worth asking a tax adviser.

On the basis of the UPL-1 power of attorney we sign and file returns and JPK files for you, and on the basis of a power of attorney at ZUS — insurance documents. We help prepare replies to letters from the authorities and respond to them within the scope of the books we keep. Representation in tax proceedings and inspections belongs to a tax adviser or legal adviser; we will tell you when it is worth asking one.

We serve both. We work with businesses of every size — from one-person businesses and partnerships to capital companies. If you are planning to convert into a limited company within 12–24 months, we will help you plan it. Check the comparison of a sole trader versus a limited company.

Yes. We keep the books under the Accounting Act and the National Accounting Standards (KSR), and on request we prepare reports for the foreign parent company in English. Communication with the client is in English. The standard rhythm: we close the books by the 10th day, send a draft of the reports by the 12th and the final version by the 15th. Details in the English-speaking service.

Yes. We help you choose the form of accounting when you set up a business (KPiR, lump-sum tax, full bookkeeping) — the decision is yours; in matters that need a tax adviser, we will tell you when it is worth asking one. Also read Which form of taxation to choose.

The current state of the books, access to all returns, a document archive (searchable), a calendar of the nearest deadlines (VAT, ZUS, CIT, PIT), a management report in PDF, requests and questions to your account manager.

The client issues them — it is their sale and their price — and we book them and calculate the VAT.

In the event of a failure of the Ministry of Finance system (officially announced) an invoice can be issued in offline mode — in a local structure which, once the system is restored, is sent to KSeF within 7 days, without penalty. We keep you informed about such a situation.

As standard, 1 calendar month, effective at the end of the settlement period.

We hand the new firm or the client the full accounting documentation — books, records, reports, returns, HR documents. Invoices from KSeF are archived by the Ministry of Finance for 10 years — the client has access to them regardless of us.

Yes. For continuity of settlements the best time to change is at the boundary of a period: the end of a quarter, half-year or year. The takeover process itself we arrange individually.