Accounting office for a transport company: comprehensive accounting tailored to the TSL industry in Poland

Why a specialist accounting office for transport is essential

Today’s transport industry operates in a highly regulated environment, characterised by complex cost structures and rapidly changing tax and legal regulations – both at the national level in Poland and internationally. Companies in the TSL sector (Transport – Shipping – Logistics) face daily operational decisions that directly affect the profitability and financial liquidity of their business. In such conditions, managing accounting independently or relying on a generalist accounting office is often insufficient.
The specific nature of transport activities requires not only knowledge of tax regulations, but also their practical application in areas such as settling operating costs, keeping records of drivers’ working hours, handling international transactions, and implementing tax optimisation strategies that take into account fluctuating exchange rates and numerous reporting obligations. Lack of appropriate accounting support can lead to settlement errors, penalties from supervisory authorities, and loss of financial control within the company.

A dedicated accounting office for transport companies in Poland is not merely an auxiliary service – it is a strategic partner in business management. It ensures not only compliance with Polish and international regulations, but also supports informed business decision-making through accurate cost analysis and timely financial reporting. Professional accounting services allow entrepreneurs to focus on their core operational activity – transport execution – without the need to allocate internal resources to complex accounting processes.

In light of increasing fiscal requirements, rising competition, and cost pressure, a specialised accounting office has become an indispensable element of an efficiently run transport business in Poland.

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The specifics of accounting in the transport industry in Poland

Managing accounting for transport companies requires not only in-depth knowledge of tax regulations, but also an understanding of the operational logic of TSL businesses. Compared to other industries, the transport sector is governed by a multi-layered legal framework, highly variable operating costs, and an international scope of operations. This demands not only precision from accountants, but also the ability to respond quickly to legislative and market changes.

National and international regulations

The primary challenge in accounting for transport companies in Poland lies in complying with the complex legal framework regulating transport operations. Polish transport businesses must adhere to the provisions of the VAT Act, Accounting Act, Social Insurance regulations (ZUS), and numerous regulations governing drivers’ working hours (e.g. EU Regulation 561/2006).

In addition, companies operating across borders must account for EU and local tax obligations in countries where services are performed. This includes applying foreign VAT rates and handling registration requirements in other jurisdictions (e.g. VAT OSS, local VAT registration systems). Non-compliance with these regulations may lead to administrative penalties and loss of the right to operate in specific territories.

Cross-border and currency settlements

Cross-border settlements in the transport industry involve not only invoicing foreign clients but also correctly recording expenses in multiple currencies, recognising exchange rate differences, and applying the correct VAT place of supply rules. Another crucial element is accounting for foreign per diems and allowances related to international driver assignments, which affect both income tax and social security contributions (ZUS).

In practice, this requires continuous monitoring of exchange rates, applying average NBP (National Bank of Poland) rates for accounting conversions, and precise allocation of revenues and expenses to appropriate accounting periods. Proper management of these processes demands advanced accounting knowledge and access to specialised software tools that enable automation and reduce the risk of errors.

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Key accounting office services for transport companies in Poland

Transport companies require comprehensive financial and accounting support that goes beyond standard bookkeeping to include numerous processes unique to the industry. An accounting office servicing transport businesses must combine expertise in accounting, labour law, tax law, and operational analysis. Below are the core service areas that underpin sound financial management in TSL companies in Poland:

Driver settlements: per diems, wages, fines

Settling drivers’ accounts is one of the most complex areas of accounting in the transport sector. It includes calculating wages based on kilometres driven, international travel, per diems, and fixed-rate overnight allowances. It is also crucial to comply with minimum wage requirements in EU countries and properly account for cash advances.

The accounting office is also responsible for recording and classifying traffic fines and administrative penalties, including assessing their tax-deductibility. In the case of transport regulation violations, proper documentation and analysis of repeat offences are essential, especially in the context of inspections by supervisory authorities.

Accounting and taxation in transport: VAT, KPiR, operating costs in Poland

Accounting services for transport companies in Poland include maintaining revenue and expense ledgers (KPiR) or full accounting books, depending on the legal form of the business and the scale of its operations. Particular attention must be paid to VAT settlements – both for domestic and international transport. This requires not only correct identification of the place of supply but also full compliance with EU and local Polish regulations.

Accounting must also cover specific operating costs, including fuel, tolls, vehicle servicing, leasing, insurance, and depreciation of transport assets. Correct classification and allocation of these expenses are essential for assessing fleet profitability and achieving effective tax optimisation in Poland.

Working time records and analysis for drivers

Drivers’ working time is strictly regulated by Polish and EU law. Accounting offices specialising in transport support offer analysis of data from driver cards and digital tachographs. These data form the basis for calculating driving time, breaks, rest periods, and overtime – all of which impact correct payroll calculation and compliance with working time regulations.
Work time records also serve as a basis for evaluating the efficiency of human resource use and for planning work schedules. Mistakes in this area can lead to penalties during inspections by ITD (Polish Road Transport Inspection), PIP (State Labour Inspectorate), or foreign control authorities.

Payroll and HR services: contracts, ZUS, leave management

Managing payroll and HR documentation for transport companies in Poland requires consideration of the rotational nature of employment, the frequent use of civil law contracts, and the need to adapt employment agreements to the realities of international transport operations. The accounting office is responsible for preparing employment contracts, service agreements, and ZUS registration/deregistration documents.

Duties also include maintaining personnel files, recording leave, calculating wages, night shift allowances, and overtime, as well as preparing declarations for public institutions (ZUS, tax office, PFRON). This service must be performed on time and in accordance with Polish labour and social security law.

Monitoring payments and receivables

Managing financial liquidity in Polish transport companies requires strict oversight of receivables and payment deadlines. An accounting office can play a control role by maintaining receivables registers, monitoring incoming payments, analysing overdue invoices, and sending payment reminders to clients.

By integrating with invoicing and online banking systems, it is possible to generate cash flow reports and payment forecasts – supporting financial management and helping companies avoid cash flow bottlenecks.

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Who is this service for? Small, medium, and large TSL companies in Poland

Accounting services provided by an office specialising in the transport industry are relevant across all segments of the Polish TSL market — from micro-enterprises to large international logistics operators.

Differences in business scale influence the scope and nature of the services provided, but the need for specialist accounting knowledge and regulatory compliance is universal for all entities operating in this sector in Poland.

Accounting for small transport companies in Poland

For smaller enterprises without internal accounting or HR departments, partnering with an external accounting office is often the most efficient and cost-effective solution.

In this client group, it is crucial to ensure comprehensive end-to-end support, including maintaining KPiR ledgers, VAT settlements, driver work time records, and drafting employment contracts for drivers.
Access to tax consultancy and support during tax audits or ZUS inspections is also highly valuable.

Accounting for medium-sized TSL companies in Poland

Medium-sized businesses in Poland — employing several dozen people and managing large fleets — require more advanced services, including full accounting, management reporting, transport cost budgeting, and the integration of HR and accounting systems with telematics tools and tachographs.

In such cases, ongoing contact with a dedicated account manager and the ability to tailor services to the demands of a growing business become particularly important.

Accounting for large transport companies in Poland

For large transport companies operating across multiple markets and legal frameworks, accounting becomes a strategic function. These businesses expect not only compliance, but also support with tax optimisation, unit cost control, profitability analysis, and the preparation of financial statements in accordance with IFRS or group reporting standards.

In large organisations, process automation is essential — including digital document workflow, ERP integration, and the ability to import data from external systems (e.g. TMS, GPS, e-TOLL). This requires the accounting office to possess advanced technological capabilities and deliver services at a corporate level with a high degree of flexibility.

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How to choose an accounting office for a transport company in Poland

Choosing the right accounting office for a transport business in Poland should not be a random decision. Given the complexity of legal regulations, operational risk of errors, and financial consequences of accounting non-compliance, it is essential to consider specific quality and relevance criteria.

Both technical expertise and the ability to adapt to the operational specifics of the client’s business are critical in this context.

Industry experience

The most important selection criterion is proven experience in servicing companies from the TSL sector. Only providers with practical knowledge of the industry can correctly interpret Polish labour law, VAT legislation in relation to transport services, and requirements for foreign settlements.

The office should demonstrate a strong track record in working with freight, forwarding, or logistics companies, as well as a deep understanding of industry-specific processes such as driver time tracking, foreign travel allowances, and operating cost control for transport fleets.

Scope of services and scalability

Equally important is the range of services offered and the ability to scale them according to the size and development of the business. A good accounting office for transport should offer a comprehensive service package, including accounting, payroll, driver settlements, time tracking, and support in interactions with public authorities and regulatory institutions.
It is also essential that the service structure is flexible — allowing the package to expand as the client’s operations grow or as organisational structures change. The office should be prepared to support both sole proprietorships and commercial companies with international scope.

Transparency and communication

A professional accounting office is characterised by transparency — not only in its accounting practices but also in how services are invoiced. Clients should have continuous access to their financial documents, current account statuses, payment forecasts, and HR records — ideally via secure, integrated online systems.

Equally important is the quality of communication — the office should provide direct access to an account manager, respond promptly to enquiries, and proactively inform clients about regulatory changes or risks that may affect operational activities. This model of cooperation enables quick responses to unusual situations and ensures the security of financial and accounting processes.

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Summary: Why it is worth investing in dedicated accounting services for the transport sector in Poland

The transport industry in Poland is characterised by a high level of operational complexity and is subject to strict national and international regulations. Companies operating in this sector face not only rising operational costs and frequently changing legal frameworks but also the need for precise driver settlements, operational cost analysis, and timely fulfilment of tax and reporting obligations.

Dedicated accounting services for transport companies in Poland are therefore not merely supportive – they are a key tool for managing risk, finances, and operational efficiency.

An accounting office specialising in the Polish TSL sector allows entrepreneurs to focus on their core transport operations, taking full responsibility for sensitive areas such as regulatory compliance and cost control.

Professional support includes not only bookkeeping and record-keeping but also assistance with cross-border settlements, tax optimisation, profitability analysis, and human resources management.

In an era of automation and digitalisation of business processes, partnering with an office that offers integrated IT tools and has experience in servicing Polish transport companies becomes a competitive advantage.

Investing in dedicated accounting services is not only a safeguard against regulatory risks, but also a step towards building a stable and sustainable business model in an industry constantly under pressure from time constraints, rising costs, and evolving legal requirements.

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If you have any further questions or require additional information, please contact your business relationship person or use the enquiry form on the HLB Poland website.

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