Establishing a cleaning company in Poland

Starting a Cleaning Company in Poland a long and complicated process? It’s a myth!

From company registration to selecting the appropriate cleaning equipment – with AssistPRO, you can achieve it all:

Efficiently
At a competitive price
Free from bureaucratic hurdles
And with professional consultations

Opportunities

Before opening a cleaning company in Poland, it is important to know that successfully managing a cleaning business requires experience and being aware of the associated risks. One of the initial steps in starting a cleaning business is to register your company. There are several legal forms available for registering a cleaning company:

Sole proprietorship (Polish: jednoosobowa działalność gospodarcza)
Limited liability company (Polish: spółka Sp. Z o. o.)

Working in the cleaning sector involves certain risks, and it is crucial to prioritize the health and safety of both yourself and your employees. Compliance with regulations is essential to avoid penalties for any violations. It is also recommended to provide training to your cleaners on security protocols and data protection regulations, especially considering that they may have access to client documents while performing cleaning services. Considering these factors, the most suitable business form for a cleaning company would likely be a limited liability company (Sp. Z o. o.), offering both liability protection and flexibility. However, a sole proprietorship (działalność gospodarcza) can be a viable option, especially for those starting out in the industry. Another alternative is establishing a branch of an existing company. The choice of business form will also impact your responsibilities and tax obligations.

Establishing a cleaning company does not require any special rights, licenses, or permits. The owner is also not obliged to have specific qualifications. However, certain permits or training may be necessary for tasks like high-rise cleaning or specialized cleaning. Nonetheless, the business owner is not required to possess such qualifications personally, as they can hire employees who have the necessary expertise.

Additionally, it is advisable to consider obtaining insurance for the company and its equipment. Cleaning industry contracts often include provisions for contractual penalties in case of non-compliance or improper execution, such as missed deadlines or damage to the surfaces being cleaned.

AssistPRO offers a comprehensive package for establishing a cleaning company, which includes:

Obtaining PESEL, Profil Zaufany, or a qualified electronic signature in Poland
Searching for the company’s registered address (place of residence)
Preparation of documents and company registration in Poland
Registration of the established company in the Central Register CRBR and payment of the PCC (0.5%) based on the capital size
Opening a bank account and consultation on capital contribution
Selection of an accounting firm or bookkeeper
Consultation on hiring foreign employees

Opportunities for establishing a cleaning company in Poland:

I .Establishing a cleaning company through a notary	II. Establishing a cleaning company online	III. Establishing a sole proprietorship	IV. Establishing a branch
Company formation through a notary can be done either in person or with a power of attorney	Electronically, physical presence in the foreign country is not required. One trip to Poland is necessary for opening a bank account and one trip to the Polish consulate in your country	Electronically, physical presence in another country is not required.	Establishing a branch through a notary, either in person or with power of attorney
Start-up time: up to 4 weeks	Start-up time: up to 4 weeks or 2-7 days	Start-up time: up to 4 weeks or 2-7 days	Start-up time: 4 to 8 weeks
Limited liability for the company’s obligations (in certain cases, such liability may be assumed by the members of the management board).	Limited liability for the company’s obligations (in certain cases, such liability may be assumed by the members of the management board).	Unlimited liability of the entrepreneur for obligations, including personal assets.	A foreign entrepreneur is personally liable for all present and future assets without any limitations for the obligations of a branch.
Accounting expenses are approximately 170 EUR per month for up to 25 documents. For each additional employee, there is an additional cost of 15 EUR per month. If there is a higher volume of invoices or documents, the price increases accordingly.	Accounting expenses are approximately 170 EUR per month for up to 25 documents. For each additional employee, there is an additional cost of 15 EUR per month. If there is a higher volume of invoices or documents, the price increases accordingly.	Simplified accounting can be used, allowing even the founder to manage it themselves.	A branch operating in Poland is required to maintain accounting records in the Polish language. Additionally, as a foreign entrepreneur operating a branch in Poland, you will be subject to paying corporate income taxes and will have limited tax liability in Poland.

*It is possible to shorten the timeframe to 2-7 days, but it requires an additional trip to Poland for obtaining a qualified signature.

No matter what legal form you prefer for your cleaning company, we can help you streamline the necessary procedures, save time, and avoid unnecessary expenses when opening your cleaning business in Poland. Our expertise will guide you through the process and ensure a smooth and efficient establishment of your venture.

If you have any questions, you can always contact us.
We are here to help you!

Pricing

The cost of establishing a cleaning company varies depending on the chosen legal form. Here are some indicative price ranges to give you an idea. However, we believe in providing personalized solutions, so let’s have a conversation to discuss your specific requirements and provide you with a tailored offer!

The cost of establishing a cleaning company in Poland

I .Establishing a cleaning company through a notary	II. Establishing a cleaning company online	III. Establishing a sole proprietorship	IV. Establishing a branch
1820 EUR from 1140 EUR net +23% VAT	1450 EUR from 799 EUR net +23% VAT	750 EUR from 290 EUR net +23% VAT	1710 EUR from 1190 EUR net +23% VAT
Included in the price: complete company formation with all taxes. Not included in the price: company registration address fee, notary fees, other consulting expenses.	Included in the price: full online company formation with all taxes. Not included in the price: company registration fee, company address fee, other consulting expenses.	Included in the price: complete establishment of the company with all taxes and fees. Not included in the price: registration fee, shipping expenses, other consulting fees. Included in the price: complete establishment of the branch. Not included in the price: branch registration fee, other consulting fees.	Included in the price: complete branch establishment. Not included in the price: branch registration fee, other consulting expenses, translation costs.

*Prices and rates are subject to change due to fluctuations in foreign country pricing, currency exchange rates, decisions made by AssistPRO, as well as changes in national or international taxes and fees. To receive an accurate proposal with pricing details, please contact us!

It's important to know

Cleaning Company and Data Protection Regulations (RODO)

For prospective entrepreneurs managing a construction company, it is important to be aware of the new EU legislation that came into effect on May 25, 2018, known as the General Data Protection Regulation (RODO). The GDPR (RODO) sets out requirements and obligations for the protection of personal data and the free movement of such data. Here are some key points to consider:

Ensuring the Security of Personal Data: As a construction company, you must ensure the security and confidentiality of the personal data you handle. This includes implementing appropriate technical and organizational measures to protect against unauthorized access, loss, or disclosure of personal data.
Appointing a Data Protection Officer: It is advisable to designate a person responsible for data protection within your company. This individual will be responsible for ensuring compliance with data protection laws, handling data subject requests, and acting as a point of contact for data protection authorities.
Rights of Individuals: The GDPR grants certain rights to individuals whose personal data you process. These rights include the right to access their data, rectify inaccuracies, erase data under certain circumstances, restrict processing, and object to processing.
Data Processing Agreements: If you share personal data with third parties, such as contractors or subcontractors, it is necessary to have data processing agreements in place. These agreements define the responsibilities and obligations of each party regarding the processing and protection of personal data.
Consent and Transparency: If you collect personal data from individuals, you must obtain their consent in a clear and transparent manner. You should inform individuals about the purposes for which their data is being collected, how it will be used, and their rights in relation to their data.

Compliance with the GDPR is crucial to ensure the protection of personal data and avoid potential fines and reputational damage.

The selection of PKD (activity description) codes for a cleaning company

The main PKD code for a cleaning company is 81.21.Z, which corresponds to non-specialized cleaning of buildings and industrial premises. This code indicates that the company is engaged in activities related to professional cleaning of buildings, regardless of the specific industry or area.

You can use this PKD code to accurately describe the primary activity of your cleaning company. It helps in classifying and categorizing your business in accordance with industry standards and regulations.

Cleaning company – with or without VAT?

VAT (Value Added Tax) exemption does not apply to cleaning services.

However, entrepreneurs who establish a cleaning company have the option to benefit from a subjective exemption, which applies only if the annual turnover does not exceed 200,000 PLN. It is important to monitor this threshold because once exceeded, there is an obligation to register as a VAT payer. The activities for which the threshold has been exceeded will then be subject to VAT taxation.

Is a business (company) bank account necessary for a cleaning company?

Having a business account is not always a requirement when starting a cleaning company. However, it becomes necessary when providing services to other companies or when the value of a single transaction exceeds 15,000 PLN. In Poland, cash payments up to 15,000 PLN are allowed. Currently, most banks offer business/company accounts, but it’s important to consider the associated fees before making a decision.

Is it necessary to have premises for a cleaning company?

When starting a cleaning company, it is not necessary to have dedicated premises. Your headquarters can be your own apartment or any other place where you can store the necessary equipment. Having a separate office is also not required, as you will mostly be visiting clients’ offices or properties to present proposals, conduct sales, and provide cleaning services.

Equipment suitable for a cleaning company

After completing the formalities of establishing a cleaning company, you need to ensure you have the appropriate equipment and materials. You will need cleaning supplies, mops, brooms, sponges, and possibly specialized cleaning, vacuuming, or maintenance machines if you intend to clean large areas from the start (such as shopping centers, halls, etc.).