Opening a business in Poland in the form of a sole proprietorship (individual entrepreneur) has long ceased to require personal presence in government institutions. Thanks to the digitalization of services, a significant part of the procedures can be completed online, whether in Poland or outside its borders. However, for foreigners, including citizens of Ukraine and other CIS countries, remote registration of a sole proprietorship is still associated with a number of nuances: choosing the form of activity, preparing documents, using a qualified electronic signature, and navigating Polish electronic services.
In this article, we will discuss how to remotely register a sole proprietorship in Poland step by step: from basic legal requirements and technical tools to filling out online forms and obtaining confirming documents. The material is aimed at those who plan to start entrepreneurial activities without visiting the office, minimizing bureaucratic risks and time costs.
Before submitting an online application, it is important to determine in what format you will conduct business. In Poland, an individual most often chooses between registering as CEIDG (a sole proprietor) and opening limited liability company., if work with increased risks or attracting partners is planned. For remote registration of a sole proprietorship, a valid Trusted Profile or another qualified electronic signature, as well as a Polish phone number and access to internet banking of one of the Polish banks (it often simplifies identity verification) will be required. At this stage, it is useful to think in advance about the type of activity according to the classification PKD, to avoid refusals or subsequent adjustments.
| Form | Who it suits | Key feature |
|---|---|---|
| Sole proprietorship | Freelancers, specialists, micro-business | Simple online registration in CEIDG |
| Limited liability company. | Projects with partners and risks | Limited liability of participants |
| Lump sum | Service sector with predictable income | Fixed rates from revenue |
The first step is to prepare electronic tools without which submitting an application is impossible. Create or activate Trusted Profile through a bank or using an electronic signature, then make sure that the data (first name, last name, PESEL, document number) matches those in your Polish registers and banking products. Next, log in to the platform biznes.gov.pl and go to the section of electronic services for entrepreneurs, where the CEIDG-1 form is available. It is useful to think in advance about the key parameters of the business and prepare them in a separate document.
| Stage | Action in the system | What Profil Zaufany checks |
|---|---|---|
| Authorization | Login to biznes.gov.pl | Identity and PESEL confirmation |
| Filling out CEIDG-1 | Online registration form | Accuracy of personal data |
| Signing | Electronic signature of the application | Authenticity and integrity of the document |
After registration, it is important to immediately determine the tax regime, as it affects the amount of mandatory payments and the format of accounting. For individual entrepreneurs (jednoosobowa działalność gospodarcza), several main options are available: tax on a general scale (12%/32%), linear tax 19% и ryczałt from recorded income. The choice depends on the structure of expenses, margin, and planned turnover. For an entrepreneur who incurs significant documented expenses (rent, subcontractors, equipment), the general or linear system with bookkeeping is usually more beneficial. If the services are high-margin and expenses are minimal, it is worth considering ryczałt. For clarity, key parameters of the regimes can be compared:
| Regime | Rate | Consider expenses |
|---|---|---|
| General scale | 12% / 32% | Yes |
| Linear tax | 19% | Yes |
| Lump sum | depending on the type of activity | No |
When choosing a regime that takes expenses into account, the key tool becomes book of income and expenses (KPiR) — the main tax book for individual entrepreneurs. It can be maintained independently in online services or entrusted to an accountant, but in any case, it is important to follow basic rules:
After registering the status of an entrepreneur remotely, it is important to prepare in advance for opening a current account. Most Polish banks already allow online identification through video verification or confirmation via a profile. Trusted Profile. When choosing a bank, pay attention to: service fees, the availability RU/EN support, convenience internet banking и integration with accounting services. To expedite the process, prepare scans of your passport, confirmation of NIP/PESEL assignment, and CEIDG extract. It is recommended to open a separate account only for the individual entrepreneur to simplify the accounting of expenses and income.
| Stage | What to do online | What to pay attention to |
|---|---|---|
| Bank account | Video identification, uploading scans | Rates, fees, interface language |
| ZUS registration | Submission of ZUS ZUA/ZZA via PUE | Deadline 7 days after starting activity |
| Insurance contributions | Payment templates in the online bank | Fixed payment date monthly |
In summary, remote registration of individual entrepreneurs in Poland is no longer a complicated bureaucratic procedure, but a managed process that can be followed sequentially, based on a clear algorithm and prepared documents.
Understanding legal requirements, correctly choosing the type of activity and tax system, as well as careful preparation of applications, allows minimizing risks and reducing the time to launch a business. If in doubt, it is advisable to consult with specialized professionals — an accountant or a legal advisor working with foreign entrepreneurs.
A competent start significantly simplifies further business operations, reduces administrative burden, and helps focus on the main thing — developing your business in the Polish market.
