Choosing an accounting firm is a decision that affects the security of your entire business. Find out what to look for before you sign a contract.
A good accountant is one of the most important business partners for any entrepreneur — whether you run a sole trader business, a sp. z o.o., or a complex corporate group. A poor decision in this area can cost not only money, but also peace of mind during a tax audit or when implementing new obligations, such as the mandatory KSeF from 2026. In this guide we will show you which criteria really matter, what questions to ask an accounting firm before signing a contract, and which warning signs should put you on alert.
The first step is to verify the firm's formal competences. The professional keeping of accounting books in Poland no longer requires a certificate from the Minister of Finance; however, many reputable firms still employ staff who hold that qualification. It is worth asking: • Do the employees hold an accounting certificate? • How many years has the firm been operating, and in which industries does it have the most experience? • Is the firm covered by professional indemnity insurance (OC)? Professional indemnity insurance is an absolute must — without it, obtaining compensation in the event of an error will be very difficult. Ask to see the current policy and its coverage limit.
Accounting firms differ in the range of services they offer. Some specialise exclusively in basic bookkeeping for sole traders (JDG), while others provide comprehensive support for capital companies, VAT groups, or entities with JPK_CIT and JPK_PKPIR obligations. Before making a choice, define what you actually need: • Maintaining KPiR or full statutory accounts? • HR, payroll and ZUS administration? • Representation before tax offices (US) and supervisory bodies? • Tax advisory and optimisation? • KSeF and e-invoice handling? The more complex your business, the more important it is that the firm understands the specifics of your industry and keeps pace with changing regulations. Matching the scope of services to your actual needs protects you from overpaying for unnecessary modules — or, worse, from gaps in your coverage.
Many problems with accounting firms stem not from substantive errors but from poor communication. Before you sign a contract, check: • Will you be assigned a dedicated account manager, or will you deal with a different person every time? • How quickly does the firm respond to emails or phone calls? Test this at the enquiry stage. • Does the firm use modern tools — document-sharing platforms, online systems, deadline notifications? In the era of digital transformation, including the upcoming mandatory KSeF, an accounting firm should handle technology confidently. Sending documents by post is a sign that the firm may not be ready for the challenges of 2026.
A reliable firm will always propose a written contract with a clearly defined scope of obligations for both parties. Key elements that should be included: 1. A precise scope of services and delivery deadlines. 2. Rules governing the firm's liability for errors and penalties for late submission of declarations. 3. Terms for terminating the agreement and transferring documentation. 4. The method and deadlines for the client's document submissions. 5. Personal data protection provisions (GDPR). The absence of a written contract, or a contract that lists only the client's obligations with no firm liability, is a serious red flag. Upon the end of the engagement, documentation must be handed over in full and within the agreed timeframe.
Several signals should put you on alert and prompt you to look for a different firm: • The firm has no professional indemnity insurance (OC) or refuses to provide policy details. • It does not propose a written contract, or the contract is very general and one-sided. • It promises 'zero tax' or 'legal avoidance of all obligations' without detailed justification — such declarations frequently end in a tax audit. • It fails to respond to messages for several days or ignores substantive questions. • It cannot explain how it handles KSeF, JPK_CIT or new reporting obligations. • It employs only one person with no cover — an employee's illness or holiday cannot be allowed to block the timely settlement of your company's affairs. Trust is built gradually, so at the start of any engagement it is worth verifying that declarations are submitted on time and correctly.
Before signing a contract, it is worth arranging a brief trial conversation or requesting a free consultation. Use the checklist below: • Check reviews on Google, industry forums and local entrepreneur groups. • Ask whether the firm services companies in your industry. • Request a sample contract to read before your meeting. • Verify that the firm has an up-to-date website with information about its services and team. • Find out how the document-transfer process works and how quickly the firm informs clients about changes in the law. A good accounting firm does not merely maintain books — it also proactively informs clients about regulatory changes affecting their business, without waiting for you to ask.
Choosing an accounting firm is a long-term decision that directly affects your tax security and peace of mind in running your business. If you are looking for a reliable partner with experience in servicing JDG, spółki and entities subject to KSeF and JPK obligations — contact Danexis. Call +48 780 760 666, write to kontakt@danexis.pl, or visit us at ul. Braniborska 74/20 in Wrocław. We will be happy to answer your questions and present an offer tailored to the needs of your business.