A business in Poland constantly needs documents that are not bookkeeping as such, but without which the books do not add up: a contract with a client, a dividend resolution, a change of address in the KRS, a privacy policy for the website. We prepare these documents in Polish, with a translation into Ukrainian or English, and make sure they match what is recorded in the books.
Contracts
- B2B contracts with clients and contractors, including in IT.
- Umowa zlecenie and umowa o dzieło with freelancers.
- Employment contracts and HR documents together with HR records.
- Lease contracts for an office, a warehouse or housing for employees.
- Non-disclosure agreements (NDA) and loan agreements between a shareholder and the spółka.
We write the contract for your deal rather than reusing a random template. We check that the terms match how the books will be kept: invoices, payment terms, currency, VAT in the documents.
Company matters of a spółka
- Shareholder and management board resolutions: approval of the annual report, profit distribution and dividends, appointment and removal of the board.
- Minutes of the annual shareholders meeting, held by 30 June.
- Changes in the KRS: address, board members, PKD codes, capital. We prepare the application in the Portal Rejestrów Sądowych, and the board signs it.
- Filing the annual report with the KRS within 15 days of approval and updating the CRBR within 14 days of a change.
- Documents for selling shares and admitting a new shareholder, together with a review of the books before the deal.
Letters and claims
- Replies to letters and requests from ZUS, the voivodeship office, the labour office and other offices.
- A payment demand (wezwanie do zapłaty) to a client who does not pay an invoice, and an instalment agreement.
- Appeals and ponaglenia in administrative cases.
- Claims against counterparties under a contract.
GDPR and website documents
- Privacy policy and data processing notice for the website and enquiry form.
- Record of processing activities and data processing agreements with contractors.
- Terms and conditions (regulamin) for an online shop or online service.
What we do not do
We are an accounting office, not a law firm of advocates or legal advisers. We do not represent clients in court and do not handle litigation or court debt collection. Tax opinions and tax disputes are handled by a doradca podatkowy, notarial acts by a notary. If your matter needs an adwokat, radca prawny, doradca podatkowy or notary, we will tell you in advance and point you to the right person.
Cost
The cost depends on the size and complexity of the document. We will name it before any work starts, once we have seen the task.
Frequently asked questions
Will the documents be in Polish?
Yes. Documents for Polish offices and counterparties are prepared in Polish, and for you we add a working translation into Ukrainian or English so that you know what you are signing. It is not a sworn translation.
Can I order documents if another office keeps my books?
Yes. But when we keep the books, it is easier to keep the documents and the figures consistent.
Will you file KRS changes yourselves?
We prepare the application and attachments in the Portal Rejestrów Sądowych, and the board members sign them with their electronic signature.
We are the Polish accounting office of the MK Audit international audit and accounting group. The group’s audit practice has worked in Ukraine since 2000; in Poland we provide accounting and HR only. We work online across Poland and meet in person in Warsaw.
Tell us which document you need and for which business, a JDG or a spółka, and we will tell you what it requires.
