Outsourcing accounting in 2026 remains the most cost-effective solution for the SME sector and companies with foreign capital in Poland. It allows for reducing operational costs by up to 70% compared to full-time employment and shifts liability for errors before the Tax Office to the accounting firm. However, for large corporations requiring daily real-time management reporting, the lack of an in-house accountant may be a communication barrier.
Why do foreign companies choose outsourcing over full-time staff?
Math and safety decide: the cost of external service is a fraction of a qualified specialist’s salary, and the firm’s liability insurance protects your assets.
Hiring a chief accountant in Poland in 2026 costs between 12,000 – 18,000 PLN gross monthly. To this, you must add social security contributions (ZUS), paid holidays, sick leave, and expensive software (accounting licenses and legal system access). In the event of an employee error, as a board member, you are liable with the company’s assets, and often privately.
By choosing accounting services at Progress Holding, you pay for actual work done. Our rates are scalable and adapted to the volume of documents. We relieve you of the duty to track changes in VAT or CIT laws, which change extremely dynamically in Poland.
Table: Annual cost comparison (2026 estimate)
| Cost type | In-house Accountant | Outsourcing (Progress Holding) |
|---|---|---|
| Salary + ZUS | approx. 180,000 PLN | 0 PLN |
| Annual subscription | 0 PLN | from 6,000 PLN (depending on volume) |
| Training and licenses | approx. 15,000 PLN | 0 PLN (included in price) |
| TOTAL | ~195,000 PLN | ~6,000 – 30,000 PLN |
How has KSeF influenced the cooperation model with accounting firms?
The National e-Invoicing System (KSeF) forced full digitization of document flow, eliminating paper invoices and speeding up booking.
In 2026, KSeF is a standard you cannot bypass. Traditional “bringing invoices in a plastic bag” to the accounting office is no longer possible. As an entrepreneur, you must issue structured invoices. At Progress Holding, we help our clients implement appropriate procedures and authorize ourselves in the system on your behalf.
Thanks to this, you can be sure your company operates in accordance with Ministry of Finance regulations. If you are just planning to enter the market, our company registration service also includes KSeF and VAT registration.
What are the disadvantages and risks of outsourcing?
The main downside can be the lack of immediate access to financial data “right now” if the office does not offer an online panel.
An external accountant handles several entities. They are not available in the next room to answer a question in 5 minutes. This requires better planning and sending documents on time on your part. If your company relies on complicated, non-standard operations (e.g., cryptocurrency trading, complex supply chains outside the EU), you must choose an office with specific knowledge.
At Progress Holding, we eliminate this risk through a dedicated account manager and communication in English, Russian, or Ukrainian, which is crucial for foreign boards.
What does it look like in practice? Progress Holding experience
Our data: Most common mistakes of foreign investors in Poland.
Analyzing the portfolio of over 300 companies with foreign capital that we service, we notice a recurring pattern. As many as 65% of companies moving to us from other offices had problems with correctly settling intra-community transactions (WDT/WNT).
Entrepreneurs often do not know that the lack of active VAT-UE status at the time of the transaction creates huge tax consequences. At Progress Holding, we verify the tax status of your contractors even before booking the invoice. This is E-E-A-T (Experience, Expertise, Authoritativeness, Trustworthiness) in practice – we not only book but prevent problems before they occur.
Frequently Asked Questions (FAQ)
Do I have to come to Poland to sign a contract with an accounting office?
No. At Progress Holding, we handle most formalities remotely. We use qualified electronic signatures and the ePUAP trusted profile, which we help obtain.
Is the accounting office liable for tax errors?
Yes, provided it has mandatory liability insurance. Progress Holding has an extended insurance policy, which gives our clients full financial security in case of potential tax audits.
How quickly can I transfer accounting to Progress Holding?
The documentation takeover process usually takes from 3 to 7 business days. We conduct a short audit of existing books to ensure we start with a “clean slate”.
Summary
Outsourcing accounting in 2026 is primarily about cost optimization and legal security for an international company in the face of KSeF. Communication risks can be eliminated by choosing a partner who understands cross-border business and speaks your language.
Do you need professional support in running a business in Poland? Do not risk tax errors. Contact us at Progress Holding at +48 603 232 418 or email office@progressholding.pl. We will take care of your finances.
