VAT Registration in Poland
Get your VAT number with us!
VAT registration for Polish and foreign companies
Are you expanding your business to Poland? To trade legally and comply with tax regulations, your company may need to complete VAT registration in Poland. Whether you are an EU-based or non-EU business, obtaining a VAT number in Poland is essential for selling goods and services, storing inventory, or engaging in intra-community transactions.
Our experts handle the VAT registration process from start to finish, ensuring you receive a Polish VAT number without unnecessary delays. For non-EU companies we also provide VAT representative services. We may also assist your company with monthly VAT compliance services.
When do you need to register for VAT in Poland?
VAT registration in Poland is mandatory for both EU and non-EU taxpayers in specific cases, including:
- Providing taxable goods or services in Poland – in certain cases it is mandatory even without a physical presence or registered office.
- Engaging in intra-community transactions – transferring goods within the EU from Poland or to Poland.
- Exporting/importing goods from Poland or to Poland
- Storing goods in Poland - including Amazon FBA or other warehousing solutions.
- Selling goods or digital services to Polish consumers (B2C)
If your company is engaged in any of the above transactions, you should check if the conditions for registration are met and you are required to apply for a VAT number in Poland. We will be happy to analyse your transactions and help to determine your VAT obligations in Poland.
VAT registration in Poland - how we can help you?
Navigating the VAT registration in Poland can be complex, but our expert team is here to ensure your business achieves full compliance quickly and efficiently. We guide you through every step of the process, making it seamless and stress-free.
Please note: The entire VAT registration process in Poland must be conducted in Polish. All communication, documentation, and interactions with the Polish Tax Office (Urząd Skarbowy) require full language compliance.
The VAT registration process in Poland involves the following steps:
Document preparation
We assist in gathering and drafting all necessary documents. All documents not originally in Polish must be accompanied by certified translations. We make sure everything is accurate and ready for submission.
Application submission
We complete and submit your VAT registration application to the Polish tax office in full compliance with legal requirements. All forms and correspondence must be in Polish.
Tax authority verification
The authorities review your submission and may request additional information or clarification. We handle all communication on your behalf - in Polish - and respond swiftly to ensure no delays.
VAT number assignment
Once the application is approved, your company will receive a VAT number in Poland.
Tax representative requirement (for non-EU companies)
Non-EU companies – except for UK and Norwegian entities – must appoint a tax representative in Poland who will handle VAT compliance, including submitting VAT returns and ensuring all obligations are met.
This process ensures that your business complies with local tax regulations, enabling smooth operations in the Polish market, throughout the fiscal year.
Our team handles the entire process, ensuring your VAT registration is completed quickly and efficiently.
Tax representative in Poland - when is it required?
If your business is registered outside the European Union, Polish law requires you to appoint a tax representative to handle VAT compliance.
A tax representative in Poland is responsible for:
- Filing VAT returns on your behalf.
- Representing your company before the tax office.
- Ensuring timely VAT payments and compliance.
- Covering unpaid tax liabilities in case of non-compliance.
- Managing your VAT account and correspondence with tax authorities.
A fiscal representative is jointly liable with the taxpayer for all his VAT liabilities.
Learn more about the tax representation and VAT settlement in Poland.
VAT compliance obligations in Poland
Once registered, your company must adhere to several key Polish VAT regulations to ensure full compliance and avoid any potential legal issues. This ongoing commitment to proper tax management includes:
Filing monthly VAT returns
The returns detail your VAT liabilities, including both the VAT collected from customers and the VAT paid on business expenses. Filing must reflect all activities relevant for VAT purposes within the current fiscal year. Accurate and timely submission of these documents is essential to avoid fines and interest on late payments.
Keeping accurate VAT records
It is critical to maintain detailed and precise records of all transactions subject to VAT. This includes issuing and storing invoices, receipts, and transaction details. Proper documentation not only supports your VAT filings but also serves as evidence in the event of an audit by the tax authorities.
Reporting intra-community transactions
For businesses operating within the European Union, you must report any intra-community transactions. This requirement ensures that cross-border supplies and acquisitions are accurately tracked and taxed, contributing to a fair competitive environment among EU businesses.
Paying VAT on time
Timely VAT payments are essential to remain compliant and avoid penalties. Delays in remitting the collected VAT to the tax office can result in significant penalties, additional interest charges, and in some cases, further legal action. Ensuring that VAT payments are made promptly helps maintain your company’s good standing with tax authorities.
By consistently fulfilling these obligations, your company can benefit from smooth operations within the Polish market and avoid any disruptions caused by non-compliance.
For more details on VAT reporting, visit our VAT compliance and settlement services.
What are the consequences of non-compliance with VAT obligations?
Failure to register for VAT when required, or non-compliance with VAT obligations, can result in serious penalties for taxpayers, including:
- Financial penalties – fines for late VAT registration, delayed payments, or incorrect filings.
- Interest charges – additional costs for overdue VAT payments.
- Business restrictions – authorities may suspend your VAT number, affecting operations.
Common mistakes in VAT registration
- Submitting incomplete documentation
- Misunderstanding VAT exemption rules
- Delayed response to tax office requests
- Not appointing a tax representative (for non-EU companies)
Maintaining full VAT compliance is essential for smooth, risk-free operations in Poland – also when applying for VAT refunds or undergoing audits.
Additional services for companies entering the Polish market
Besides VAT registration, we offer comprehensive business support for foreign companies entering Poland, ensuring you have a smooth and successful market entry. Our complementary services are designed to cover all aspects of establishing and running your business in Poland, helping you navigate local regulations and optimize operations.
Company formation in Poland
We provide legal assistance in setting up your business, including company registration, drafting of articles of association, and obtaining necessary permits, so you can focus on growing your operations.
Accounting & Payroll Services
Our team handles full financial management, from bookkeeping to payroll processing. We ensure your accounts comply with local regulations, optimize tax planning, and keep your operations running smoothly throughout the fiscal year.
Legal and Tax Advisory
Benefit from expert guidance on Polish tax regulations and legal requirements. We help you understand complex compliance issues, advise on tax optimization strategies, and ensure your business adheres to the latest legal standards.
Together, these services complement your VAT registration, allowing you to establish a robust foundation for your business and achieve long-term success in the Polish market.
Learn more: Doing business in Poland
Why choose us for VAT registration in Poland?
Crowe has extensive experience supporting foreign companies entering the Polish market. We offer a full range of complementary services to ensure you have complete support when operating in Poland.
Working with us you will get:
- Fast and efficient VAT Number acquisition – Minimize business delays with our prompt processing.
- Full compliance with Polish and EU VAT regulations – Avoid penalties by ensuring your business meets all local requirements.
- Complete VAT support for EU and non-EU companies – Benefit from our comprehensive services, including expert tax representation.
- Ongoing VAT compliance assistance – We offer continuous support with filing, reporting, and audits to keep your business compliant.
- Complementary services – In addition to VAT registration, our complementary offerings - such as company formation, accounting & payroll services, and legal & tax advisory - provide you with full support to successfully operate in the Polish market.
Trusted by international clients
We've successfully supported VAT registration and compliance for companies from UK, USA, Germany, the Netherlands, and other EU and non-EU countries.
Our clients operate in sectors such as IT, e-commerce, logistics, and professional services.
Contact us today to get started!
Q&A – frequently asked questions about VAT in Poland
1. How long does VAT registration take in Poland?
Typically, 2-4 weeks depending on your case and the completeness of your documentation.
2. Can I register without a local office in Poland?
Yes, you can register without a physical presence.
3. Do I need a Polish bank account?
In general, a Polish bank account is not mandatory. However, it is required in case of VAT refunds.
4. What’s the VAT rate in Poland?
The standard VAT rate is 23%. Reduced rates of 8%, 5%, and VAT exemption apply in specific cases.
5. Is tax representation required for all companies?
Only non-EU companies – except for UK and Norwegian entities – must appoint a tax representative in Poland.
Have more questions? Contact our team – we’ll be happy to help!
