Publication date: 29.04.2025
Marina Nikityuk is an accountant specializing in business support in Poland. Company formation (Sp. z o.o.), transport licenses, VAT, ZUS, CIT, Intrastat reporting. She works with transport, logistics, and agribusinesses. Assistance for Ukrainian entrepreneurs in the EU.
Accounting Support for a Grain Trading Company in Poland: Building an Effective Financial Structure
Wholesale export and import of agricultural products in Poland requires precise, reliable, and compliant accounting support. This case study describes how a Ukrainian-Polish grain trading company, actively working with the Baltic States, Germany, and Ukraine, sought professional assistance in external trade accounting, currency operations, warehouse management, and reporting for banks and regulatory authorities.
The company needed consulting and full-cycle accounting services that consider the specifics of agribusiness, Polish tax legislation, Intrastat obligations, and cooperation with customs and financial institutions.
Main Challenges in Agricultural Export Accounting
- Accurate reflection of foreign trade operations in VAT and Intrastat declarations
- Controlling currency exchange differences and foreign income
- Organizing warehouse records across multiple storage locations
- Proper taxation of transactions with Polish and foreign contractors
- Preparing documents for banks and regulatory authorities
Stages of Accounting Support
- Analyzing the business model, contracts, and grain flows
- Recording purchases from Polish and foreign farmers
- Organizing export transactions with 0% VAT rate
- Preparing and filing VAT-UE, VAT-7, JPK_FA declarations
- Managing warehouse balances across silos and logistics points
- Submitting monthly Intrastat reports
- Calculating exchange rate differences and maintaining currency control
- Preparing documentation packages for factoring, leasing, and procurement financing
Results Achieved
- Automated accounting for foreign trade operations
- Established monthly Intrastat and VAT-UE reporting
- Minimized tax risks through proper business structuring
- Prepared up-to-date financial reports for banking purposes
- Enhanced warehouse accounting and analytics per shipment
Advantages of the Provided Services
- Full adaptation to the specifics of agricultural export and international trade
- Legally protected structure for applying 0% VAT
- Improved cooperation with banks and leasing companies
Complete support for foreign economic activity: from contracts to currency control
Warehouse accounting and batch analytics
Regular VAT, JPK, and Intrastat reporting
Frequently Asked Questions
Is Intrastat reporting mandatory for grain exporters in Poland?
Yes, companies exceeding specified import/export thresholds must submit Intrastat reports monthly.
Answer
Our specialists ensured timely and compliant reporting according to Polish statistical regulations.
How can a company apply 0% VAT on grain exports?
It is necessary to provide full supporting documentation, including contracts, invoices, customs declarations, and transport documents.
Answer
We organized all processes to allow the company to lawfully apply the 0% VAT rate and mitigate tax risks.
Accounting support for a grain trading company in Poland requires not just bookkeeping but a systematic approach to every aspect of foreign trade operations. Thanks to our expertise in agricultural business, currency control, Intrastat, and VAT regulations, the client minimized risks, optimized processes, and created a stable foundation for business growth. This case proves that professional accounting services are a vital tool for safe and profitable export operations.
