Guide to Doing Business in Poland

Poland presents a wealth of e-commerce business opportunities as one of the EU’s fastest-growing economies. This country is quickly emerging as a centre for global business activity thanks to its tech-savvy population, rapid digital transformation, and strategic location in Europe.

If you are considering conducting business in Poland, it’s essential to familiarise yourself with the available business entity types, local business culture, and payment processing options to maximise sales.

Opportunities in the Polish Market

Poland’s location, growing middle class, and educated workforce make it a desirable place to do business. The EU single market gives business owners access to a consumer base of more than 400 million people. Additionally, e-commerce has experienced years of exponential growth due to the rise of digital services, mobile payments, and online shopping.

Key benefits of starting a business in Poland include:

• Rising demand for cross-border e-commerce
• Low operational costs compared to Western Europe
• Government-backed development programmes for startups and digital transformation
• A growing logistics infrastructure supporting faster delivery times

How to Start a Business in Poland Step-by-Step

You will need to complete the following steps to establish an e-commerce company in Poland:

Step 1: Choose a Legal Structure for Your Business

The majority of international business owners in Poland decide to form a limited liability company because of its adaptability, low liability for shareholders, and easy registration procedure. Joint-stock companies, partnerships, and sole proprietorships are additional legal structures to consider.

Step 2: Prepare the Required Documents

You’ll need the following documents to open a business in Poland:

• Articles of association signed by all shareholders
• Proof of identity of shareholders and directors
• Consent to act as a board member
• A Polish address for official correspondence

Ensure all documents are translated and notarised if signed outside Poland.

Step 3: Register With the National Court Register (KRS)

Registration with the National Court Register is essential. File your application online via the KRS system or submit paper forms to the competent authority. Upon approval, your company receives:

• A KRS number
• A REGON statistical number
• A tax identification number (NIP)

This process takes about one to two weeks if the documents are complete and correct.

Step 4: Register With the Tax Office

Register for corporate income tax and, if applicable, value-added tax (VAT) as soon as your NIP is issued. Additional information regarding your business operations, anticipated turnover, and agreements with partners or clients may be requested by the Polish tax office.

Step 5: Set Up a Bank Account

Create a Polish bank account under the business’s name. This is required to cover employee salaries, taxes, and government fees. Documents like the articles of association and registration confirmation may be requested by the bank.

Step 6: Register With the Social Insurance Institution (ZUS)

If you plan to hire employees, register your company and staff with the Social Insurance Institution (ZUS). This includes:

• Health insurance registration
• Social insurance contributions
• Regular reporting obligations

As an employer, you are responsible for calculating and paying insurance and taxes on behalf of your employees.

Step 7: Set Up Payment Processing

Integrate a reliable global payment gateway with both domestic and international options to increase conversion rates and build trust with customers. Popular payment methods in Poland include card payments, bank transfers, and mobile payments (especially BLIK).

Choosing a scalable solution that supports locally preferred payment methods from the start will ensure a frictionless checkout experience for your Polish customers and help your business expand.

Taxes and Compliance

Polish companies must comply with national legislation and tax regulations. Here are the main taxes that may apply:

• Corporate Income Tax (CIT): The standard rate is 19%; a lower rate of 9% applies to small taxpayers and startups.
• Personal Income Tax (PIT): Paid by employees and entrepreneurs; progressive rates between 12% and 32% apply.
• VAT: The standard rate is 23%, with reduced rates of 8% and 5% for some goods and services.

Ensure your accounting records are properly maintained and file tax reports regularly with the tax office. Hiring a local accountant or tax advisor will help you ensure compliance.

Business Culture in Poland

Long-term success requires an understanding of Polish business culture.

Timeliness, professionalism, and clarity are highly valued. Writing contracts and other legal documents in Polish is often required by law, even though the majority of people in urban areas speak English. Trust is built through long-term relationships and face-to-face meetings, so make sure to plan, communicate clearly, and share your values and objectives with your partners.

Decision-making in Poland is often hierarchical, especially in traditional businesses. A pushy sales approach is usually not as respected as formal communication and patience.

Challenges to Expect

Doing business in Poland also presents some challenges:

• Bureaucratic procedures can be time-consuming.
• Understanding local taxation and insurance obligations may require professional help.
• Local public office processes and legal procedures may differ from those in your home country.
• Employment regulations are detailed, and proper employee contracts and benefits are legally required.

Foreign entrepreneurs must ensure compliance with EU and Polish rules, especially regarding data protection, e-commerce regulations, and employment law.

Useful Public Offices and Institutions

Below are the most relevant institutions you’ll deal with:

• National Court Register (KRS) – Company registration
• Tax Office (Urząd Skarbowy) – Taxes and VAT
• Social Insurance Institution (ZUS) – Health and pension contributions
• Central Registration and Information on Business (CEIDG) – Sole trader registration
• Ministry of Development and Technology – Business and investment policies

Always contact the relevant competent authority to verify current procedures and requirements.

Set Up Your Polish Project for Success

Doing business in Poland has a lot of room to grow, particularly in the e-commerce and technology industries. Around 77 per cent of internet users in Poland buy products online, and around 30 per cent of these are cross-border transactions.

Poland is ideally situated as a starting point for your digital business because of its strong local workforce, access to the EU market, and rising consumer demand.

Careful planning, knowledge of the main facets of Polish law and taxation, and utilising local knowledge are essential for success. Entering the Polish market is a calculated move worth considering, whether you’re starting a new business or growing an already-existing online store.

Begin by obtaining the necessary paperwork, adhering to registration guidelines, and establishing connections with reliable local partners. Your project in Poland could be the start of a successful European expansion.