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.
Opening and Accounting Support for a Transport Company in Poland: Real Case Study
Registering a Sp. z o.o., obtaining a license for international transportation, opening a business bank account, and setting up full accounting services are crucial steps for entrepreneurs planning to enter the European logistics market. In this case study, we present the full legal and accounting support for a Ukrainian client aiming to operate a transport company legally in the European Union.
The tasks included the registration of Spółka z o.o., preparation for transport licensing, securing a transport base, demonstrating financial stability, appointing a qualified transport manager, and setting up accounting operations in compliance with Polish regulations.
Main Challenges of the Case
- Fast registration of a Sp. z o.o. for an immediate business launch
- Ensuring financial guarantees for obtaining a transport license
- Finding a legal transport base for parking and service facilities
- Appointing a certified transport manager (zarządzający transportem)
- Opening a corporate bank account and registering for VAT
Stages of Legal and Accounting Support
- Consultation on selecting the optimal business structure (Sp. z o.o.)
- Preparation of articles of association and company registration
- Obtaining NIP, REGON numbers, and KRS registration
- Organizing financial guarantees and proving financial stability
- Finding a transport base and signing a rental agreement
- Recruiting and signing a contract with a certified transport manager
- Preparing and submitting the transport license application package
- Submitting documentation to the Chief Inspectorate of Road Transport (GITD)
- Opening a corporate bank account and completing VAT/ePUAP registration
- Setting up a full accounting system and monthly reporting
What Was Implemented
- Legal registration of the company in Poland within one week
- Organization of financial security and transport base for operations
- Appointment of a certified external transport manager
- Successful acquisition of the international transport license and vehicle permits
- Connection to VAT and electronic communication systems (ePUAP)
- Launch of professional accounting services according to Polish tax law
Advantages of the Selected Approach
- Minimum time for entering the international transport market
- Full compliance with GITD and customs requirements
- Tax optimization through professional accounting management
Company registration and licensing in one comprehensive package
Full accounting and HR support for transport businesses
Individual approach to each client with a focus on minimizing risks
Questions and Answers
What are the requirements for obtaining an international transport license in Poland?
To obtain a license, a registered Sp. z o.o., financial security, a transport base, a qualified transport manager, and clean legal records are required.
Answer
The complete set of documents must be submitted to the GITD. The review process typically takes 4–6 weeks.
What taxes must a transport company in Poland pay?
Transport companies in Poland are subject to Corporate Income Tax (CIT), Value Added Tax (VAT), and Social Insurance contributions (ZUS).
Answer
Proper accounting allows companies to optimize costs and receive VAT refunds on fuel, maintenance, and toll expenses, reducing overall tax burdens.
This case study proves that professional legal and accounting support allows entrepreneurs to successfully launch and grow a transport company in Poland. From registering a Sp. z o.o. to obtaining an international transport license, every step was executed with precision and in full compliance with Polish regulations, ensuring a smooth start and scalable growth for the client’s business.
