How to register a company in Poland to provide online services

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Publication date: 26.11.2024

How to register a company in Poland to provide online services 

Starting a company in Poland to provide online services is a promising solution for entrepreneurs seeking to enter the European market. Polish law creates favourable conditions for business, but the process of registering a company requires careful preparation. Legal support, including legal analysis of documents, legal review of documents by a lawyer and legal advice, will help to avoid mistakes and ensure compliance with legal requirements. It is especially important to take into account the nuances associated with the specifics of online activities, such as e-commerce taxation and the protection of customers' personal data; 

For entrepreneurs planning to work in the online services sector, it is extremely important to understand the legal peculiarities of working with international clients. For example, a company must take into account the requirements for processing cross-border payments, using digital platforms for communication and fulfilling contractual obligations. Engaging legal support will help you adapt your business to the specifics of working in different EU countries, including Poland; 

The main stages of company registration 

The process of registering a company in Poland consists of several key stages. Each of them has its own legal nuances that need to be taken into account. It is also worth considering the specifics of the chosen type of activity, as this will affect additional requirements for documents and registration procedures; 

1. Choosing an organisational and legal form. The most common forms for online businesses are a limited liability company (Sp. z o.o.) or a sole proprietorship. A legal consultation will help you determine which form is best suited for your purposes. For example, Sp. z o.o. provides protection for the personal property of the owners, but requires more documents for registration; 
2. Registration with the KRS. Registration of a company in the National Court Register (KRS) is mandatory. To do this, you need to prepare a package of documents, including the company's articles of association. Having the documents reviewed by a lawyer ensures that all documents comply with legal requirements. It is also worth making sure that all provisions of the articles of association meet the requirements for online services, such as the use of digital signatures; 
3. Obtaining a NIP and REGON. After registering with the KRS, you need to obtain a taxpayer number (NIP) and a statistical register number (REGON). This will allow the company to keep accounting records and report to the tax authorities. If you provide online services that cover other EU countries, you will also need to register with the VIES system to account for VAT on cross-border transactions; 
4. Opening a bank account. The company must have a bank account in a Polish bank to conduct financial transactions. Legal support will help you choose a suitable bank and avoid delays. It is advisable to choose a bank that offers tools for online payment services, including integration with e-commerce platforms; 
5. Registration with the tax authorities. To provide online services, you need to register as a value-added tax (VAT) payer if your business is subject to VAT. It is also worth considering that services provided to customers outside the EU may have a special taxation regime; 

Legal support at every stage 

Legal support is a key element of successful company registration. An online lawyer or attorney can provide written advice, analyse documents and prepare a legal opinion for each stage. This helps to avoid risks and ensure that all actions are in compliance with the law. Additionally, lawyers can advise on the protection of intellectual property, including trademarks and copyrights, if it applies to your business; 

• Preparation of the company's charter. Legal analysis of the documents ensures that the charter includes all the necessary provisions, in particular regarding the distribution of profits and the management of the company. This is especially important for companies planning to scale up quickly; 
• Checking documents before submitting them to the KRS. Having your documents checked by a lawyer helps you avoid mistakes that could lead to a registration refusal. Lawyers can also check whether the company name you have chosen complies with legal requirements and is not already registered; 
• Legal support in the tax authorities. A lawyer can represent the company's interests when registering as a VAT payer and ensure that all requirements are met. Legal support also includes assistance in preparing documents for reporting on digital services; 

Typical problems when registering a company 

The following problems may arise when registering a company to provide online services 

• Inconsistency of the charter with the law. Errors in drafting the charter may result in a refusal to register. Legal analysis of documents helps to avoid such situations. For example, it is important to correctly prescribe the provisions on the liability of the company's managers; 
• Mistakes in tax registration. Incorrectly identifying a tax category can lead to fines or additional costs. This also applies to situations where the company provides services outside of Poland; 
• Lack of a bank account. Delays in opening an account may affect the start of the company's operations. It is worth preparing all the necessary documents for the bank in advance; 

3; 

Law firms. They offer a full range of services for registering a company, including drafting documents and representation in government agencies. They also advise on the specifics of taxation of online services; 

3; 

International consultants. They help foreign entrepreneurs adapt their business to the requirements of the Polish market and avoid legal risks. This includes recommendations on working with clients from other countries; 

  

Legal clinics. Provide affordable advice for small and medium-sized businesses, making the registration process easier. They can also help with the preparation of contracts for partners and clients; 

Recommendations for entrepreneurs; 

To successfully register a company in Poland to provide online services, you should consider the following tips 

1. Prepare all documents in advance. Having the documents reviewed by a lawyer will ensure that they comply with the requirements of Polish law. This includes checking that all signatures and seals are present; 
2. Choose a reliable partner for registration. Consulting a lawyer will help you avoid mistakes and save time. It is worth engaging specialists who have experience in your field; 
3. Register as a VAT payer, if necessary. This will allow you to operate legally and ensure customer trust. Also take into account the specifics of VAT for e-commerce; 
4. Meet the deadlines. Timely submission of documents to the KRS and tax authorities will reduce the risk of delays in launching your business. Use reminders to monitor the completion of registration stages; 
5. Use the services of online lawyers. This will ensure that legal issues are resolved quickly and efficiently, regardless of your location. This approach also allows you to save on personal meetings.