Building an accounting department from scratch
Starting a business or reorganizing a company in Poland often requires setting up an internal finance and accounting function. That’s why we support clients in accounting setup in Poland – from team building and workflow design to reporting and control. In addition, we combine our expertise in accounting, finance, and management to ensure the new department runs efficiently from day one.
- Recruitment or recruitment support – we help define job profiles, participate in interviews, and assess candidates’ qualifications.
- Department structure design – we prepare an organizational chart with responsibilities, reporting lines, and substitution rules.
- Implementation of job descriptions, finance calendar, and work standards – including closure schedules, reviews, and control mechanisms to prevent chaos.
- Implementation of control procedures and document workflow – we map document flows, define approval paths, and assign system roles.
- Development of reporting for management and owners – we deliver recurring, decision-oriented reports that support leadership.
Implementation of finance and accounting systems
A well-implemented ERP system is essential for effective accounting setup in Poland. That’s why we assist clients not only in selecting the right software, but also in designing a functional financial architecture. In particular, we tailor the system to reflect both operational needs and legal requirements.
- Selection of ERP / accounting systems – we analyze business needs and recommend suitable solutions (e.g. Comarch ERP Optima, Enova365, Symfonia, SAP, Navision).
- Preparation of chart of accounts, posting schemes, and auxiliary dictionaries – we build a consistent and logical accounting framework.
- Supervision of data migration – we plan and monitor the process of transferring data from legacy systems.
- System testing and go-live acceptance – we verify functionality and ensure readiness before going live.
- Creation of reporting and analysis templates – we configure reports for both statutory and management use.
Creation of accounting documentation
Internal documentation is not only a legal requirement, but also a foundation of consistent and efficient accounting setup in Poland. Therefore, we create all key policies and procedures in line with both regulations and best practices. As a result, your accounting function becomes transparent, structured, and audit-ready.
- Accounting policy – preparation of a document compliant with the Accounting Act or IFRS.
- Chart of accounts – development of a clear and flexible structure tailored to your company’s operations.
- Instructions – including document flow, asset valuation, provisions, and accruals.
- Month/year-end closing instructions – step-by-step checklists to ensure completeness and timeliness.
- Tax procedures documentation – e.g. MDR, due diligence, and transfer pricing documentation.
Optimization and reorganization of the existing accounting department
Even a functioning accounting team may require reorganization. That’s especially true when processes are outdated or the team is overloaded. We help clients improve existing operations as part of their broader accounting setup in Poland. In other words, we make sure your department runs smoothly, efficiently, and with future growth in mind.
- Review and assessment of the current state – we conduct an organizational and technological audit of your accounting function.
- Improvement of work structure and communication – we define roles, responsibilities, and streamline the information flow.
- Verification of team qualifications and competencies – we assess training needs and develop professional growth plans.
- Introduction of automation – we implement solutions such as bank statement imports, invoice approval workflows, and automated cost postings.
Outsourcing and hybrid model
Choosing between in-house accounting and outsourcing is a key element of accounting setup in Poland. That’s why we help companies assess both options and find the right balance. In many cases, a hybrid model — where some tasks are internal and others external — turns out to be the most effective. Regardless of the setup, we ensure that responsibilities are clear and processes stay under control.
- Support in transitioning between models – we plan and execute the shift from outsourcing to in-house (or vice versa) without disrupting operations.
- Task and responsibility allocation – we define who prepares documents, posts transactions, approves payments, and so on.
- Cost and efficiency verification – we analyze costs, compare market standards, and assess process effectiveness.
Collaboration with management and other departments
Accounting doesn’t exist in a vacuum. Its effectiveness relies on collaboration across the company. That’s why we support cross-departmental integration and financial education. As part of our accounting setup in Poland, we make sure accounting becomes a true business partner — not just a regulatory requirement.
- Educating owners and management – we deliver presentations, workshops, and materials explaining the value and role of the accounting function.
- Integration with controlling, HR, and operations – we align tools and workflows for smooth cooperation between departments.
- Tailoring solutions to the business model – we design accounting to serve both operational needs and strategic goals.
Black Fire Consulting Piotr Podłowski
Helping companies understand their finances
NIP: 5222490941
REGON: 365754087
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