Business registration in Poland for Ukrainians: step by step

Business registration in Poland has become for many citizens of Ukraine not only a way to legalize their activities but also an opportunity to firmly establish themselves in the European market. The favorable investment climate, simplified procedures for foreigners, and access to EU infrastructure make Poland one of the most attractive destinations for starting a business.

At the same time, the registration process requires a clear understanding of legal norms, the choice of the optimal organizational and legal form, and the correct preparation of documents. Mistakes at the initial stages can lead to delays, additional costs, or restrictions on the company's further operations.

This article outlines the key steps for registering a business in Poland for Ukrainians: from choosing the form of activity and preparing the necessary documents to registering with the relevant authorities and starting operational activities. Such a structured approach will minimize risks and accelerate the launch of the business.

Choosing a legal form and tax regime for Ukrainian entrepreneurs in Poland

At the start, it is important to align your plans with possible business models. For freelancers and owners of small online projects, the following is usually suitable Sole proprietorship (SP) — simple registration, understandable reporting, and a relatively low cost threshold. If you plan to attract partners, investors, or share responsibility, it makes more sense to consider limited liability company., where risks are limited to contributions to the charter capital. When choosing a structure, evaluate: planned turnover, the need to hire employees, level of personal responsibility, and scalability options.

• Sole Proprietorship — quick start, minimal formalities, but full personal responsibility.
• Limited liability company. — more trust from counterparties and investors, but more complex accounting.
• Flat rate — beneficial with low expenses and a transparent income structure.
• Linear tax (19%) — rational with high incomes and stable margins.

Preparation of documents and confirmation of residence status for business registration

At the initial stage, it is important to check on what basis you are in Poland and prepare a package of documents that will not raise questions at the office. Depending on the situation, these may include: PESEL UKR, a D visa, a temporary residence card, or temporary protection status. It is recommended to make high-quality copies of all documents in advance and have the originals for verification. Pay attention to expiration dates: if the residence permit expires in the coming months, it is worth planning its extension in parallel to avoid interruptions in business processes.

• Document confirming identity (Ukrainian citizen passport or foreign passport)
• Basis for stay (stamp, visa, residence card, PESEL UKR)
• Address of residence in Poland (lease agreement, management, etc.)
• PESEL number (if available) and current contact details

Before submitting the application, it is advisable to prepare a separate folder with documents and their translations if any certificates are issued in Ukrainian. It is important that the data in different documents do not contradict each other: the spelling of the first and last name, the specified address, contact phone number, and email must match those you plan to use when registering the activity. This reduces the risk of requests for additional documents and speeds up the application review.

Step-by-step procedure for registering activity in CEIDG and KRS

At the first stage, it is necessary to determine the legal form: individual entrepreneur (JDG) through CEIDG or company (most often Sp. z o.o.) through KRS. To register in CEIDG, it is enough to have a PESEL and access to a trusted profile, after which you submit an electronic application CEIDG-1, indicating the type of activity (PKD codes), tax form, and business address. The application simultaneously initiates registration with the tax office (NIP), statistics (REGON), and insurance fund (ZUS), which significantly simplifies the procedure. The owner can keep records independently or immediately connect accounting, choosing an electronic income and expense book or a simplified reporting system.

• CEIDG — for individuals, faster, without share capital
• KRS — for companies, a statute, capital, registration fee is required
• It is necessary to prepare: passport, PESEL (if possible), residential address, e-mail, phone
• For Sp. z o.o.: statute, share size, composition of management bodies, legal address

Practical recommendations for opening a bank account and registering with tax authorities

For convenience in working with Polish contractors and authorities, prepare a set of documents for the bank in advance: passport or residence card, PESEL (if available), extract from CEIDG/KRS, as well as a draft lease agreement or confirmation of the business address. When choosing a bank, pay attention to the availability of Ukrainian or Russian language support, account maintenance fees and integration with popular accounting software. It is useful to clarify in advance whether the bank provides a separate VAT account and what the turnover requirements are. To compare conditions, you can use online calculators or consultations at several branches. Below is an example of basic comparison:

Registration with tax authorities in Poland is largely automated, but requires attention to detail. After registering your activity, check whether you have been automatically assigned NIP и REGON, and whether a separate application needs to be submitted VAT-R for VAT payer registration. It is recommended:

• To agree with the accountant on the tax form and method of expense accounting.
• Connect Trusted Profile for electronic submission of declarations and inquiries to KAS.
• Systematize documents: contracts, invoices, payment confirmations for tax and ZUS contributions.
• Create an internal calendar of tax deadlines to avoid fines and account blocks.

Let's summarize

In summary, registering a business in Poland for Ukrainian citizens is a clear and formalized process that, with proper preparation, does not pose significant difficulties. Strict adherence to the steps, a competent choice of legal form, and careful attention to documents allow minimizing risks and shortening the time to launch activities.

Polish legislation is largely focused on supporting entrepreneurship, and the existence of special programs for foreigners, and Ukrainians in particular, creates additional opportunities for development. It is important to think ahead about the business model, financial plan, and tax strategy, and if necessary, seek advice from relevant specialists — lawyers, accountants, and business consultants.

A sequential approach to each step of registration will allow you to build a stable foundation for your project and focus on its operational and strategic implementation in the Polish market.