How to choose accounting software in Poland

Accounting in Poland is tightly bound to the law. From 2026, invoices go through the Krajowy System e-Faktur (KSeF, art. 106ga ust. 1 ustawy o VAT): everyone must receive them through the system from February 1, 2026; large companies (sales above 200 million zł in 2024) must issue them from February 1, all others from April 1, 2026, and the smallest businesses (up to 10,000 zł in invoices per month) from January 1, 2027. So the software has to work with KSeF, or your documents will run into problems. Small businesses and medium and large companies have different needs, but good software saves everyone time on routine work.

VAT payers file JPK_V7 monthly or quarterly. It is a standard audit file with data on sales, purchases and tax, and the software must generate it without errors. It should also calculate VAT, PIT and CIT at current rates and be updated on time. If the books are kept in software, the law requires the system to be described in the accounting policy, with a list of the programs, their version and the date they were put into use (art. 10 ust. 1 pkt 3 lit. c ustawy o rachunkowości), and the data itself must be protected against unauthorized access (art. 71 ust. 2). Clients' personal data falls under RODO (the GDPR), and the company is responsible for the security of its processing (art. 32 RODO), so how the software protects it matters. Finally, a Polish-language interface and the zloty (PLN) as the default currency make the work noticeably easier.

The choice starts with understanding your business. A freelancer with no employees will be fine with a simple solution, while a company with dozens of people needs a powerful tool.

Next come the features. Good software issues VAT invoices, runs payroll and, if needed, manages inventory, and some programs also produce income and expense reports.

Price also matters. There are one-time purchase options, but subscriptions are more common.

Cloud-based solutions are becoming popular because they don't require installation on a computer and are accessible from a phone. However, it's important to check for hidden fees for updates or support.

The interface matters just as much. With complicated software, staff spend weeks learning it, so it is better to pick one that even a beginner can understand.

Technical support in Polish that solves problems quickly is also important, because if KSeF returns an error, you can't wait a week for an answer. The software should also grow with your business, in other words, scale.

There are many programs on the market, and each has its own audience.

• Comarch ERP Optima - software for small and medium-sized businesses with KSeF and JPK support.
• Sage Symfonia is designed to automate routine tasks and handle complex reports.
• Rachmistrz GT from Insert - an affordable option for small businesses that only need basic features.
• WFirma - cloud-based software that lets you keep your books from a laptop or smartphone.
• And inFakt stands out for its convenient mobile app and fast invoicing.

Optima covers income and expense tracking, tax reporting, and integration with banks and CRM systems.

Pros:

• User-friendly interface.
• Possibility of customization to suit the needs of the company.

Cons:

• Can be challenging for smaller organizations without ERP experience.

Nexo PRO is aimed at small businesses and covers the basics, from income tracking to tax reporting.

Advantages:

• Ease of learning.
• Low cost.

Symfonia targets medium-sized and large companies and has strong tools for tax planning and management reporting.

Peculiarities:

• Flexibility in customization.
• Support for large volumes of data.

Enova365 can be flexibly configured to fit a company's processes.

Advantages:

• Mobile device support.
• Ability to customize to meet the unique needs of the company.

Taxxo works in the cloud: invoices and documents are uploaded online, and your accountant sees them in their own system.

Main advantages:

• Ease of use.
• Low implementation costs.

First, you need to assess your needs. How many invoices does the company issue? Does it have employees? Is the company engaged in retail or only services? The answers will help you understand what software functionality is needed. For example, a simple program won't be suitable for inventory control.

Next, it's worth drawing up a list of requirements. Some people need tax integration, while others want to export data to Excel. Budget matters too, since some programs are sold by subscription and others as a one-time purchase. Then it's time to test: most vendors offer demo versions, and it's worth trying a couple of programs yourself.

User reviews on forums and social media also help, because if a program often breaks down or support goes silent, it shows quickly. Finally, run your final choice past an accountant, who can tell you whether the software fits your processes.

People often choose without thinking about future changes in the law, and software that isn't ready for KSeF updates will quickly become useless. Others pick software without planning for growth, even though a small program that is convenient at the start won't cope with dozens of clients. Saving on training also backfires, because fixing staff mistakes costs more than investing in support up front. And don't forget about your computer. Old hardware may not be able to handle complex software.

Choose software based on your business needs, test it with a demo version, and check it against legal requirements, namely KSeF, JPK and your accounting policy.

Current rules are published by the Ministerstwo Finansów (Ministry of Finance), including on ksef.podatki.gov.pl, and by the Biznes.gov.pl portal. And if you'd rather not do your own bookkeeping, you can hand it over to an accountant.