Question 1

What documents and formalities are required when starting our cooperation?

Accepted Answer

Our client onboarding process is streamlined, transparent, and 100% digital. To initiate our accounting cooperation, we require the following baseline items: 1. **Corporate founding documents:** Articles of Association / Statutes (notarial deed or S24 digital extract), current National Court Register (KRS) extract or CEIDG sole trader entry. 2. **Onboarding questionnaires:** Completion of our digital client questionnaire detailing corporate bank accounts, business profile, GDPR consent, and mandatory Anti-Money Laundering (AML/KYC) compliance forms. 3. **Official fiscal powers of attorney:** Granting the UPL-1 authorization for electronic tax filing and the ZUS PEL authorization for social insurance representation before Polish authorities. 4. **For companies transitioning from another firm:** Current year-to-date trial balance (zestawienie obrotów i sald), most recent approved annual financial statements, recent VAT and corporate tax returns, and the fixed asset depreciation schedule. Upon receipt, we execute our formal service agreement, assign your dedicated senior accountant, and activate your 24/7 Client Portal and complimentary KSeF invoicing system.

Question 2

In what format and by what deadline do I need to submit monthly invoices?

Accepted Answer

We prioritize speed, paperless convenience, and client security. The standard deadline for submitting monthly accounting documentation is the **10th day of the following month** (or the 15th under customized corporate arrangements). You can submit documents through two primary workflows: • **100% Digital & Paperless (Recommended):** Uploading files directly via our secure 24/7 Client Portal (drag-and-drop PDFs, high-res photo scans from mobile) or through automated synchronization with our cloud invoicing platform and KSeF. Our intelligent OCR engine extracts invoice metadata instantly. • **Physical Paper Delivery:** For clients maintaining physical paper archives — documents may be dispatched via tracked courier or postal delivery directly to our Warsaw headquarters. Timely invoice submission allows our senior accountants to finalize your VAT, CIT, and ZUS calculations well ahead of statutory payment due dates.

Question 3

Does NWAGNER bear civil liability for accounting errors and hold professional liability insurance (OC)?

Accepted Answer

Yes, we assume full civil and professional liability for the correctness of all accounting books, tax registers, statutory returns, and financial statements prepared by our team. • **Comprehensive Professional Liability Insurance (OC):** We maintain an expanded insurance policy that covers full statutory bookkeeping, tax filing compliance, HR and payroll administration, and social security settlements. • **Certified Senior Accountant C.I.K. No. 78963/2025:** Our practice is led by a fully certified Chief Accountant with an established corporate track record. • **Multi-tier Quality Assurance:** Every monthly VAT return, JPK_V7 XML file, and annual financial statement undergoes strict internal peer-review before official electronic submission. • **Flawless Claims Track Record:** In our operational history, we have never had a single claim against our insurance policy — accuracy and diligence are our foundational guarantee.

Question 4

Do you assist with company formation and business registration in Poland and internationally?

Accepted Answer

Yes. We deliver end-to-end advisory and administrative facilitation for establishing business entities and commercial partnerships in Poland and across Europe: • **LLC (sp. z o.o.), Simple Joint-Stock (P.S.A.), and Joint-Stock (S.A.) incorporation:** Guidance on drafting articles of association, selecting PKD codes, filing through the expedited S24 system (24-72h entry), or notarial PRS court routes. • **Sole Proprietorship (JDG):** Complimentary assistance with CEIDG registration, choosing the optimal tax scheme (lump-sum Ryczałt, 19% flat tax, or progressive scale), and VAT/ZUS registration. • **Post-incorporation compliance:** Filing Form NIP-8, VAT-R/VAT-UE, registering Ultimate Beneficial Owners in CRBR, and establishing corporate banking with mBank. • **International cross-border incorporation:** Expert assistance with UK Ltd (Companies House & HMRC), German GmbH/UG, and Czech s.r.o. formations.

Question 5

Do you offer full-service HR and payroll administration (HR & Payroll)?

Accepted Answer

Yes, we provide full-scope HR and payroll outsourcing for SMEs, growing tech enterprises, and international corporate groups: • **Payroll calculations:** Processing monthly payroll for employment contracts, civil mandates, specific-task agreements, and B2B contracts; calculating overtime, bonuses, statutory sick pay, PIT-4R, and annual PIT-11 employee certificates. • **Digital personnel files:** Administering electronic employee files (Parts A, B, C, D, E), vacation tracking, certificates of employment, and service records. • **ZUS and PPK administration:** Prompt employee registrations, monthly ZUS DRA/RCA filings, and Employee Capital Plans (PPK) data exchange. • **Foreign workforce compliance:** Handling statutory employment permits, work declarations, and notifications for international hires. Powered by enterprise-grade Symfonia R2Płatnik software, we ensure absolute wage data confidentiality and strict labor law compliance.

Question 6

How do you assist clients during tax authority (US), ZUS, or Labour Inspectorate (PIP) audits?

Accepted Answer

During a tax audit, inquiry, or inspection from the Polish Tax Office (US), Social Insurance (ZUS), or Labour Inspectorate (PIP), our clients are fully protected — we take primary charge of the administrative and substantive defense: • **Official representation under Power of Attorney:** Our registered authorizations allow us to interface directly with tax inspectors, respond to summonses, and submit explanations without disrupting management. • **Audit file generation (JPK on demand):** We generate and audit structured tax files including JPK_KR (general ledgers), JPK_FA (invoices), JPK_MAG (warehousing), and JPK_PKPIR. • **Written legal and accounting rebuttals:** We draft formal legal responses grounded in statutory provisions and binding tax rulings to resolve inspector inquiries. • **Audit facilitation:** We host auditor sessions electronically or at our offices, managing documentation exhibits and evidentiary reviews. We hold an extensive track record of successfully navigating VAT refund audits, corporate income tax reviews, withholding tax audits, and payroll inspections.

Question 7

How does the process of transferring accounting records from another firm to NWAGNER work?

Accepted Answer

Transferring your accounting records to NWAGNER — whether mid-year or at year-end — is seamless and ensures zero disruption to daily business operations. We handle the transition logistics: 1. **Agreement execution & power of attorney:** We finalize the service agreement and register new electronic authorizations (UPL-1 and ZUS PEL). 2. **Formal handover protocol:** You authorize us to liaise directly with your previous accounting provider to retrieve databases, physical binders, VAT ledgers, asset schedules, and employee files. 3. **Opening balance audit & ledger migration:** We cross-verify balance sheet balances, audit recent tax filings, and import ledger accounts into Symfonia ERP. 4. **Statutory location update:** We update the official storage address of accounting records via Form NIP-8 or CEIDG with the competent Tax Office. The entire migration is executed smoothly and transparently, giving you an immediate clean start.

Question 8

Do you service clients 100% remotely throughout Poland and abroad?

Accepted Answer

Yes, NWAGNER operates on a modern, 100% paperless digital accounting delivery model. We support clients located in Warsaw, Wroclaw, Poznan, Krakow, Gdansk, across all of Poland, and internationally (including the UK, Germany, and Czechia): • **Encrypted digital workflow:** Invoices, contracts, and bank feeds are uploaded through our secure Client Portal or synchronized via KSeF. • **Real-time communication:** Ongoing contact via email, direct phone lines, and video conferencing (Teams, Google Meet, Zoom) with your dedicated senior accountant. • **Zero physical visits required:** Service agreements, tax returns, financial statements, and HR files are executed via digital signatures (ePUAP or Qualified e-Signatures). • **Physical office availability:** For clients who value in-person meetings, our headquarters are situated in Warsaw at ul. Trakt Lubelski 277D.

Question 9

Will my company be assigned a dedicated, designated senior accountant?

Accepted Answer

Yes. Every client is assigned a designated senior accountant who manages your financial accounts day-to-day and understands the specifics of your industry. • **Direct communication line:** You have direct phone and email access to your assigned accountant — avoiding anonymous call centers or support ticketing loops. • **Continuous institutional knowledge:** Your accountant knows your transaction history, contract terms, expense structure, and corporate plans. • **Chief Accountant supervision:** All key tax calculations and annual financial reports are supervised by Norbert Wagner (Certified Accountant CIK No. 78963/2025). • **Seamless absence coverage:** In the event of planned leave, an internal peer accountant covers your accounts without any operational delay.

Question 10

Do you provide complimentary online invoicing software integrated with KSeF?

Accepted Answer

Yes! Every subscription plan includes complimentary access to our cloud-based professional invoicing software. • **Full KSeF integration:** Issue and receive structured XML invoices directly within the application with automatic transmission to the Ministry of Finance servers. • **Web & mobile access:** Generate branded corporate invoices on your laptop or smartphone in multiple languages (Polish, English) and currencies (EUR, USD, GBP). • **Direct ledger synchronization:** Invoices issued in the portal flow directly into our Symfonia general ledger without manual email exports. • **Automated counterparty checks:** Instant auto-fill of company details from the Central Statistical Office (GUS) via VAT ID and White List banking validation.

Question 11

How do you inform clients about tax amounts (VAT, PIT, CIT) and ZUS contributions due?

Accepted Answer

We ensure all tax and social security payment notices reach you well ahead of statutory deadlines in a clear, actionable format: • **Email and SMS notifications:** After monthly closing, you receive detailed summaries detailing exact VAT, PIT-4, PIT-5/5L, CIT, and ZUS obligations. • **Ready-to-use transfer instructions:** We provide your individual tax micro-account number, ZUS bank account, transfer memo references, and statutory payment due dates. • **24/7 Client Portal:** All current and historical tax returns, official receipt confirmations (UPO), and payment logs remain accessible in your secure dashboard. • **Bank payment batch generation:** Upon request, we export pre-configured payment batches ready for instant authorization in your corporate online banking.

Question 12

Do you provide accounting services, documentation and reporting in foreign languages (English, German)?

Accepted Answer

Yes. Our team provides professional multilingual accounting services and financial reporting for international corporations and non-Polish board members: • **Full English and German communication:** We conduct daily correspondence, phone calls, and video conferences with international directors and investors in fluent English and German. • **Bilingual financial reporting:** We prepare management reporting packs, Balance Sheets, and Profit & Loss statements in dual-language Polish-English or Polish-German formats. • **Group consolidation packages:** We liaise directly with international parent companies (e.g. from the UK, Germany, Austria, Switzerland, Czechia) providing reporting feeds under IFRS or German GAAP (HGB). • **Bilingual employment contracts:** We draft bilingual employment agreements, contractor contracts, and workplace policies for international staff.

Comprehensive HR and payroll administration for your team

Electronic personnel files (e-Teczka) and HR compliance

Payroll calculations, civil contracts and B2B contractor management

Electronic filings: ZUS, tax returns, PPK pension plans and PFRON

Employment of foreign nationals and legal work authorization in Poland

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NWAGNER Poland — Warsaw

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