No more paper applications - company registration moves online
Polish rules on starting a business are undergoing a fundamental change. From 1 November 2025, an application for entry in the Central Register and Information on Business Activity (CEIDG) will only be possible electronically. This means the definitive end of the era of paper forms submitted in person at the municipal office or sent by traditional post.
This change is not a surprise - it is a natural consequence of the long-running digitalisation of public services in Poland. However, its scale is worth highlighting. As recently as 2024, almost 32% of applications to start a business were submitted outside electronic channels, which means that one in three future entrepreneurs used the traditional form of registration. From November, these people will have to find their way in a new, fully digital reality.
For many new entrepreneurs, a visit to the municipal office was the first step on the road to their own business - often combined with the chance to get information from an official. This stage will now be replaced by completing the online form on their own, which raises questions about the availability of support and the level of preparation of people setting up a business.
What exactly is changing in the rules and when?
The new regulations introduce the digitalisation of CEIDG registration in two stages. It is worth knowing the exact timetable so that you can prepare accordingly:
- From 1 November 2025 - an application for entry in CEIDG (that is, setting up a sole proprietorship) can only be submitted online.
- From 1 November 2028 - other applications concerning business activity, including changes of data, suspension, resumption and removal of the business from the register, will also be available only in electronic form.
Future entrepreneurs should therefore already make sure they have the tools needed to submit an application digitally. To register a business online, you will need a trusted profile (profil zaufany), an electronic ID card (e-dowód) or a qualified electronic signature. Without one of these, it will not be possible to submit the application.
It is also worth remembering that the digitalisation of registration is part of a broader trend. Services connected with the Social Insurance Institution (ZUS), the National e-Invoicing System (KSeF) and the mObywatel app have been operating in the digital environment for years. Online company registration fits this logic and is a natural step forward.
The form is only the beginning - what a future entrepreneur must keep in mind
Completing the electronic registration form is merely the tip of the iceberg. A digital application solves a technical issue - how documents are delivered to the office - but it does not replace the substantive knowledge needed to make key business decisions. Before sending the form, a future entrepreneur should settle a number of important questions.
Key decisions before registering a business
The list of obligations going beyond the form itself is long and covers issues that will affect how the business operates for months, or even years, to come:
- Choice of taxation form - the tax scale, flat-rate tax, lump-sum tax on recorded revenue or the tax card. Each of these has different financial and formal consequences.
- Defining the scope of activity and PKD codes - choosing the right codes affects, among other things, whether you can use certain forms of taxation and whether licensing obligations apply.
- Setting the start date of the business - this date determines when tax and contribution obligations arise.
- Registration with ZUS - the entrepreneur must decide whether to use the start-up relief (ulga na start), preferential ZUS contributions, or pay full contributions.
- Possible VAT registration - not every entrepreneur has to be a VAT payer, but in many sectors VAT registration is necessary or worthwhile.
- Setting up e-Delivery (e-Doręczenia) - the obligation to have an electronic delivery address is becoming increasingly common.
- Choice of bookkeeping method - the tax revenue and expense ledger, revenue records or full accounting.
- Opening a business bank account - needed for settlements with the Polish Tax Office (urząd skarbowy) and with counterparties.
Each of the decisions above requires at least basic legal and tax knowledge. A mistake made at the registration stage - for example, choosing the wrong form of taxation - can cause measurable financial losses over many months.
The statistics do not lie - running a business in Poland is a challenge
Data from Statistics Poland (GUS) confirms the dynamism of Polish entrepreneurship, but also reveals the scale of the difficulties new businesses face. In 2024, 345,019 businesses were registered in Poland. In the first quarter of 2025, a further 89,004 entities were created, an increase of 2% compared with the same period of the previous year. More than 80% of registrations concerned individuals running a sole proprietorship.
Unfortunately, entrepreneurial enthusiasm often does not translate into business longevity. GUS data shows that among non-financial enterprises that started in 2024, only 68.4% of companies were still active after the first year. This means that almost one in three businesses did not survive even twelve months.
These statistics clearly show how important it is to prepare properly before starting a business. The right decisions made at the outset - on taxation, cost structure or legal protection - can determine whether a company ends up in the 68% that survive or the 32% that cease trading within a year.
Why it is worth using professional legal support
The digitalisation of the company registration process is an undoubted technical convenience, but it is also a trap for those who confuse the simplicity of the form with the simplicity of the entire process of starting a business. The ease of clicking "submit" does not mean that all decisions have been made correctly.
Professional legal advice at the stage of starting a business helps you avoid the most common mistakes, such as choosing an unsuitable form of taxation, overlooking the obligation to register for VAT or making an incorrect ZUS registration. A law firm can also help analyse the risks of the planned business, prepare the necessary terms and conditions and contracts, and ensure compliance with sector-specific regulations.
Working with a lawyer from the very beginning of your business is an investment that pays off not only by avoiding costly mistakes, but also by building solid legal foundations for future growth. Given the data showing that one in three companies fails within the first year, professional support may prove the decisive factor in survival and success.
Need help registering your business?
If you are planning to start a business and want to be sure that all the formalities are handled correctly - contact our firm. We will help you make the right decisions on the form of taxation, PKD codes, VAT registration and all your other obligations. Do not leave such important matters to chance - book a consultation today.
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