https://magfin.pl/en/service-for-foreigners/company-registration/

From company registration to
co-operation with an accountant,
Made even easier:

Online document exchange
Registering a business in Poland is an exciting and responsible step for
any entrepreneur. And the support of a qualified accountant is the key
to a successful start of business. However, how to organise effective
interaction with an accountant from a distance, especially if you are in
another country? The answer is simple: with the help of online
document exchange.
And in order to make this process as comfortable and efficient as
possible, regardless of your location, it is worth paying attention to
online document exchange.
Online document exchange is a convenient, safe and efficient way of
interaction between an entrepreneur and an accountant during the
registration of a company in Poland. Thanks to modern technologies,
you can save time, reduce costs and receive quality accounting support
from anywhere in the world.
Let's start by looking at what documents are
needed to register a company in Poland?
Many entrepreneurs, considering Poland as a promising place to do
business, ask themselves: how many documents do they need to collect
to register their company? The answer to this question may vary
depending on the chosen legal form, type of activity and other factors.
However, in general, the registration process in Poland can be
described as quite transparent and optimised, but bureaucratic.
Basic documents required for registration:
- Memorandum of Association: This document defines the main
provisions of the company, including its name, objectives, amount of
authorised capital and rights and obligations of the founders.
- Articles of Association: The Articles of Association contain more
detailed information about the company, such as the management
structure, decision-making procedures, etc.
- Application for registration: This document is filed with the
appropriate authority (usually the National Court Registry) and contains
information about the company and its founders.
- Proof of contribution of authorised capital: Depending on the form of
company chosen, proof that the authorised capital has been contributed
may be required.
- Identity documents of the founders: These are usually passports or
other identity documents.
Electronic company registration: fast and
convenient
In recent years, Poland has been actively developing an electronic
company registration system. It allows you to significantly reduce time
and simplify the procedure. For electronic registration, in addition to the
above mentioned documents, an electronic signature will be required.
The only problem may be that it will be difficult to understand without
knowledge of the Polish language.
But registering a company is half a job. Next, you need to run the
business, pay taxes and keep accounting records.
So what documents are created when doing
bookkeeping for a firm?
Once a company is registered, the process of bookkeeping begins. In
Poland there are quite strict accounting requirements, so the number of
documents created can be significant. And it is very important to hand
over the documents to your accountant in time for them to be carried
out on bookkeeping. Modern realities make it possible not to transport
‘reams of papers’ but, using the internet, to do everything in a couple of
minutes.





The main types of documents in accounting:
- Primary documents: Invoices, cash cheques, delivery notes, bank
statements and other documents confirming business transactions.
- Accounting registers: Journals of sales, purchases, fixed assets,
payroll and other registers in which the data of primary documents are
systematised.
- Financial statements: Balance sheet, profit and loss statement, cash
flow statement and other reporting forms, which are prepared on the
basis of accounting data.
- Tax returns: Income tax, VAT, social contributions and other tax
returns.
How to organise work with such a large number
of documents?
To optimise document flow, you can use specialised software and cloud
storage, which allows you to automate many processes and reduce the
number of paper documents. In addition, this is valuable from an
environmental point of view. It is important to take an ECO stance in
our realities.
Why is online document exchange convenient and
reliable?
- Time saving: No need to waste time printing, scanning and mailing
documents. Everything happens in a few clicks.
- Security: Modern document sharing platforms offer a high level of
data security. Your data is safely encrypted and stored on secure
servers.
- Convenience: You can access your documents at any time and from
any internet-connected device. You can easily review, comment and
edit documents together with your accountant.
- Organised: All documents are stored in one place, making it easy to
find the information you need and track the history of changes.
How to organise a secure exchange of documents
with an accountant during company registration
in Poland?

1. Choose a platform: There are many cloud services for document
sharing, such as Google Drive, Dropbox, OneDrive and specialised
software with document sharing functionality. Choose a platform that
suits your needs and budget.
2. Create a shared folder: Create a shared folder to store
documents related to the incorporation of the firm. Provide access to
this folder for firm registration and later to your accountant.
3. Structuring documents: Categorise your documents
(incorporation documents, financial statements, contracts, etc.) to
make it easier to find the information you need.
4. Use versioning: Enable the versioning feature to track changes to
documents and restore previous versions when necessary.
5. Commenting and reconciliation: Use the commenting feature to
discuss documents and reconcile changes. This will allow you and your
accountant to work on documents simultaneously and resolve issues
quickly.
6. Security: Make sure the platform you choose meets your
security requirements. Use strong passwords and two-factor
authentication.

Advantages of online document exchange for the
entrepreneur:
- Process control: You are always aware of the stage of the company
registration process.
- Timely feedback: Get comments and recommendations from your
accountant in real time.
- Cost savings: No need for postage and courier services.
- Convenience of co-operation: Regardless of your location, you can
communicate effectively with your accountant.
Conclusion
Thanks to modern technology, you can easily not only set up a business
in Poland, but also interact with your accountant later from the comfort
of your home or office. This is not only convenient, but also absolutely
safe: all data is reliably protected by modern encryption technologies.
Switching to electronic document management allows you to
significantly reduce the time spent on preparing and transmitting
documents. You will have access to professional services without being
tied to a specific geographical location.