VAT compliance means meeting all recurring VAT obligations of a business: registration, keeping VAT registers, filing returns and summary information, paying the tax on time and answering the tax office. A VAT compliance service hands this routine to an external provider who follows the rules of the country where the transactions take place.
This page explains what the service includes and how CGO Finance provides VAT compliance in Poland for Polish and foreign businesses. If you only need a quick answer on scope and price, describe your transactions to us and we will come back with questions and a proposal.
What a VAT compliance service includes
Regardless of the country, VAT compliance covers a repeatable set of tasks. For businesses trading across borders it is often called international VAT compliance: the company is registered for VAT in a country where it has no office and needs a local provider to handle the routine.
- registration for VAT and VAT-EU purposes, and deregistration when activity ends,
- keeping purchase and sales VAT registers based on the documents provided,
- preparing and filing VAT returns and EU summary information,
- calculating the tax due or the refund, and monitoring payment deadlines,
- handling letters, verification procedures and audits with the tax office,
- flagging changes in VAT rules that affect the client’s transactions.
VAT compliance in Poland: what CGO Finance does
Our service covers Polish VAT obligations. The scope is agreed before we start and depends on how you trade in Poland. The four areas below are the usual building blocks.
Registration and setup
VAT and VAT-EU registration with the Polish tax office, confirmation whether a fiscal representative is required and setup of the filing calendar. See VAT registration in Poland.
Monthly or quarterly filings
VAT registers, the JPK_V7 return, EU summary information (VAT-UE) and calculation of the tax due or refundable, based on the invoices and data you provide by the agreed date.
Refunds and correspondence
Preparation of refund claims, replies to tax office letters, support during verification procedures and audits, and clear explanations in English of what is being asked and why.
KSeF and invoicing data
Review of which KSeF e-invoicing obligations apply to you and how invoice data reaches the VAT registers. Implementation work in your invoicing system is specified separately when needed.
Who the service is for
A good fit if you are:
- A foreign business registered for VAT in Poland without a local office
- An online seller shipping goods to customers in Poland or storing stock in Polish warehouses
- A Polish subsidiary that wants VAT handled separately from bookkeeping or reviewed by a second team
- A company with intra-Community supplies, acquisitions or chain transactions involving Poland
Probably not the right fit if:
- You need VAT compliance only in countries other than Poland
- You are looking for a one-off VAT opinion rather than ongoing filings
- Your main question is corporate income tax or transfer pricing, which our tax advisory team handles
Typical situations that trigger Polish VAT obligations include opening a warehouse in Poland, distance sales to Polish consumers, supplying machines with installation and organising events in Poland. If you are unsure whether your transactions are taxable in Poland, start with our guide to VAT in Poland: rates and rules or the note on chain transactions and VAT.
How we start and what we need from you
1. Review of your activity
We discuss what you sell, where goods move, who your customers are and whether you are already registered. On that basis we confirm the obligations and the required registrations.
2. Scope and calendar
The proposal sets out the filings, the documents and data you provide each period, the deadlines on both sides and the division of responsibilities.
3. Recurring filings
Each period you deliver invoices and transaction data through the agreed channel; we prepare the registers and returns, confirm the amounts due and report back in English.
What affects the fee
| Factor | What we look at | Effect on the proposal |
|---|---|---|
| Volume | Number of sales and purchase documents per period | Base of the recurring fee |
| Transaction types | Domestic sales, intra-Community supplies and acquisitions, imports, distance sales, chain transactions | Additional checks and summary information |
| Filing frequency | Monthly or quarterly returns, VAT-UE filings, refund claims | Number of deliverables per year |
| Registration | New registration, fiscal representative, changes in registration data | One-off work quoted separately |
| Data quality | Format of invoice data, integration with your systems, KSeF readiness | Setup effort and ongoing processing time |
VAT compliance together with accounting
For companies with a Polish entity, VAT compliance is normally part of accounting services in Poland, where the VAT registers come directly from the books. For businesses registered in Poland only for VAT, the service runs on its own. Broader tax questions are handled by our tax advisory team; all tax materials are collected in the tax overview.
Frequently asked questions
What is the difference between VAT compliance and VAT advisory?
Do we need a Polish company to register for VAT in Poland?
How often are VAT returns filed in Poland?
Does KSeF e-invoicing affect VAT compliance?
What does the service cost?
Discuss VAT compliance for your business in Poland
Describe what you sell in Poland, where goods move and whether you are already registered. We will confirm the obligations and propose the recurring scope.
Are you looking for an accountant in Poland or a payroll services provider in Poland? Specialists from our accounting firm in Poland, Warsaw will be happy to help. If you are interested in company registration in Poland visit our dedicated landing page.