The European tech scene is experiencing rapid growth, and Poland, with its strategic location, skilled workforce, and government incentives, has become a hotbed for tech startups. This makes it a desirable location for Indian entrepreneurs looking to expand their software businesses into Europe.
But how exactly do you register a software company in Poland from India?
This comprehensive guide will walk you through everything you need to know about registering a software company in Poland from India, covering key aspects like the Polish tech ecosystem, registration process, required documents, costs, best cities, tax implications, and timelines.
Understanding Poland Tech Startup Ecosystem for Indian Investors
The tech startup ecosystem in Poland has gained international recognition for its creativity and quick growth. The country has widespread recognition for its highly educated workforce, reasonably priced living standards, and strategic placement inside the European Union. In places like Warsaw, Krakow, and Wroclaw, tech centres, accelerators, and incubators are thriving because they help businesses grow and make financing more accessible.
For Indian investors, Poland offers a gateway to the European market with a favourable business environment, including government incentives, research and development grants, and an increasing number of venture capital funds. The country’s focus on technological advancement and digital transformation aligns well with the expertise and capabilities of Indian software companies.
Can I Register a Software Company in Poland Online from India?
While the entire registration process can’t be completed online from India, a significant portion can be done remotely. The Polish government provides web portals for submitting documents and reserving names, among other things. However, certain steps, like the notarization of documents, require a physical presence in Poland.
Here’s a breakdown of the online and offline aspects of registration:
- Online: You can reserve a company name, submit some documents, and register for VAT online.
- Offline: Tasks like notarization of documents, opening a bank account, and registering with the National Court Register (KRS) require a physical presence in Poland (or a representative).
How to Register a Software Company in Poland as an Indian Entrepreneur?
Registering a software company in Poland involves several steps.
Here’s a step-by-step guide for business registration:
1. Select the Appropriate Business Structure
The proper business structure must be selected before a software firm can be officially registered in Poland. The most common types of business structures for foreign entrepreneurs are:
- Limited Liability Company (Sp. z o.o.): An LLC in Poland is the most popular form of business entity for small and medium-sized enterprises, including software companies.
- Joint-Stock Company (S.A.): Ideal for larger companies looking to raise money through initial public offerings.
2. Reserve a Company Name
Ascertain if the selected name is original and conforms with Polish naming laws. This can be checked through the online database of the National Court Register.
3. Prepare the Articles of Association
The articles of association in Poland is a document that specifies the ownership, organizational structure, and operating policies of the company. It is necessary to notarize this document.
4. Register with the National Court Register (KRS)
Send the Articles of Association and any other necessary paperwork to the KRS. This step includes paying the registration fee and court fee.
5. Obtain a REGON Number and Tax Identification Number (NIP)
Once registered, the company will receive a REGON number (statistical number) and an NIP (tax identification number) from the Central Statistical Office and the Tax Office respectively.
6. Register for VAT
You have to register for VAT if your company’s yearly turnover surpasses specific thresholds. This can be done at the local tax office.
Documentation Needed to Register a Software Company in Poland from India
Usually, the following paperwork is needed:
- Articles of Association (notarized)
- Company name reservation proof
- Identification documents of directors and shareholders
- Proof of registered office address in Poland
- Bank account confirmation
- Tax Identification Number (NIP)
- REGON number
- Power of Attorney (if using a representative)
Cost of Incorporating a Software Business in Poland for Indians
The cost of incorporating a software company in Poland varies depending on the business structure and specific requirements.
Here’s a breakdown of potential costs:
- Government fees: These fees cover registration with the KRS and other government bodies. They are typically a few hundred złotys (PLN).
- Notary fees: Notarization of documents is required for some steps in the process. Based on the intricacy of the paperwork, these prices may differ.
- Professional service fees: Hiring a professional service provider to handle the registration process can facilitate a speedy registration and save you time. The range of services they provide will determine the fees they charge.
A rough estimate for the total cost of incorporating a software company in Poland from India could range from 4000 to 6000 euros.
Best Cities in Poland to Register a Software Company for Indian IT Businesses
Poland boasts several vibrant tech hubs that might be attractive for Indian IT businesses, each with its own unique advantages:
Warsaw
The capital city makes sense because it is home to a significant number of IT startups and venture capital businesses. It offers first-rate infrastructure and a wide range of talent.
Krakow
A historical and cultural centre, Krakow also has a thriving tech scene with a strong focus on R&D. In comparison to Warsaw, registering a business in Krakow offers a comparatively reduced cost of living.
Wrocław
This city is known for its universities and research institutions, making it a centre for skilled tech talent. It’s also becoming a hub for gaming development companies.
Tax Implications of Registering a Software Company in Poland as an Indian Resident
The tax implications of registering a software company in Poland as an Indian resident will depend on your specific tax residency status and the tax treaties between India and Poland. Here’s a general overview:
- Corporate Income Tax: The Polish corporate income tax rate is a flat 19%.
- Special Economic Zones (SEZs): Poland offers SEZs, which are designated areas with special tax incentives. These zones may offer lower corporate income tax rates to businesses that meet certain requirements. If your software business is eligible to operate in a Special Economic Zone (SEZ), you may be able to take advantage of a lower tax burden.
- Double Taxation Treaties: Poland and India have an agreement in place to prevent double taxes. The Poland-India DTAA prevents you from being subject to double taxation on the same earnings in both countries. In order to prevent double taxation, tax credits may be provided by the DTT, which also specifies how income is divided between the two nations.
Timelines for Registering a Software Company in Poland from India
The timeline for registering a software company in Poland typically involves the following steps:
- Company Name Reservation: 1-2 days
- Preparation of Articles of Association: 3-5 days
- Registration with KRS: 7-14 days
- Obtaining NIP and REGON: 7-10 days
- Opening a Bank Account: 3-7 days
- VAT Registration: 7-14 days
Overall, you can expect the entire process to take approximately 4 to 6 weeks, depending on the efficiency of document preparation and submission.
Conclusion
Registering a software company in Poland from India presents an exciting opportunity to access the European market. While the process may seem complex, with careful planning and the help of professional service providers like OnDemand International, you can navigate the legalities and establish your software company in Poland successfully.
OnDemand International has extensive experience in assisting Indian entrepreneurs with company registration in Poland. We can handle all the paperwork, liaise with the authorities on your behalf, and ensure a smooth and efficient registration process. In addition, we may offer continuous assistance with various business-related services including tax preparation, bookkeeping, and human resource management.
Consult with OnDemand International experts today to discuss your software company registration in Poland and take the first step towards expanding your business into Europe!
FAQ’s
- Corporate tax: A fixed 19% rate applied to worldwide income, subject to treaty variations.
- VAT: While some goods and services are subject to lesser rates, the normal rate is 23%.
- Withholding Tax: 20% of royalties, dividends, and interest (unless treaties reduce this amount).
- Controlled Foreign Firm Rules: If a Polish entity owns a foreign firm with a low effective tax rate, it must abide by the Controlled Foreign Firm (CFC) Rules.
- Treaties to Prevent Double Taxes: Poland has agreements with other nations to prevent double taxes.
For the majority of non-EU/EEA citizens, a work permit is necessary (exceptions exist).
- Employer Application: The company describes the nature and extent of its operations in order to obtain a permit.
- Labor Market Test: Could be necessary to show that there are no qualified Polish candidates.
- Visa: The proper visa, usually a work visa type D, is required for entry and stay.
- Employment Contract: Polish labor legislation must be followed by all terms and conditions of the contract.
Explore these avenues for EU funding:
- Horizon Europe: Grants for R&D projects with digital innovation themes.
- Digital Europe Programme: Supports digital transformation with grants and loans.
- Structural Funds: Regional development funds, potentially relevant depending on the project & location.
- National recovery plans: Check your country’s plan for potential digitalization initiatives.