Poland
Posted to the books your accountant uses
Coded expenses post to Xero, QuickBooks Online, Sage or NetSuite with the receipt attached and the VAT in its own account. If your accountant works in Comarch or Symfonia, expenses export to Excel or CSV.
Smartbills takes the VAT from each line and keeps hotel and restaurant spend categorized apart from what you can deduct.
VAT read from the receipt, blocked VAT set apart
Every line keeps the rate it was charged, 23%, 8% or 5%, with the supplier's NIP when the receipt shows it. Hotel accommodation and restaurant services, where VAT is generally not deductible, are set apart from deductible spend.
- VAT kept per line at 23%, 8% and 5%
- Hotel and restaurant VAT set apart
- Supplier NIP kept with the receipt
Receipts that arrive on their own
Receipts that arrive by email are pulled from a connected Gmail, Outlook or Zoho mailbox, and merchants on the Smartbills network send the itemized receipt at checkout. The month doesn't end with a receipt hunt, and nobody photographs a crumpled receipt on the way home.
- Emailed receipts and invoices pulled from the mailbox
- Digital receipts from merchants on the network
- Matched to the card or bank line when it clears
Why teams switch
The tax is on the receipt, not the card statement.
Hotel and restaurant VAT keeps ending up in our deduction.
Each line keeps its category, so accommodation and restaurant services are set apart before the return.
Employees forget to give our NIP at checkout, and the receipt can't be used.
Receipts that arrive from the mailbox and the merchant keep the details they carry. The ones without your NIP are easy to spot.
Receipts carry several rates, and we book the whole total at 23%.
VAT comes from each line of the receipt, so 8% and 5% lines are recorded as charged.
Before and after
What changes on a Polish receipt.
Hotel and restaurant VAT can't be deducted in Poland, and 23% of the total ignores the lower rates. An ordinary month of receipts has both.
| Capability | Card statement and photos | With Smartbills |
|---|---|---|
| Hotel and restaurant VAT | Deducted by mistake | Set apart |
| VAT on the purchase | 23% of the total | The VAT each line was charged |
| Receipts with your NIP | Lost in a wallet | Kept with the expense |
| Getting receipts in | Photos at month end | From the mailbox or the merchant |
Integrations
Works with the tools you already use.
Your accounting software, bank feeds and card program, with data syncing in both directions.
- QuickBooks
- Xero
- Sage
- FreshBooks
- Wave
- MYOB
- Zoho Books
- NetSuite
- SAP
- Oracle
- Dynamics 365
- Square
- Shopify
- Clover
- Toast
- Lightspeed
- WooCommerce
- Stripe
- PayPal
- Adyen
- Wise
- Plaid
- Chase
- Bank of America
- Wells Fargo
- RBC
- TD
- BMO
- Scotiabank
- Desjardins
- Brex
- Ramp
- Float
- Mercury
- Gusto
- ADP
- Deel
- Rippling
- Google Drive
- Dropbox
- OneDrive
- Box
- Gmail
- Outlook
- Google Analytics
- Snowflake
- Looker
- Databricks
- Google Cloud
- Metabase
- Slack
- Microsoft Teams
- Notion
- Zapier
- Airtable
- Salesforce
- HubSpot
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Expense management
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
Expense reports
Expense report software that attaches the receipts for you, works out mileage, routes the approval and shows each employee when they'll be paid back.
Email receipt capture
Connect Gmail, Outlook, Zoho Mail or IMAP. Automatically collect receipts and invoices from the folders you choose, including Archive and Spam.
Accounting automation
Accounting automation software that codes each transaction and posts the journal entry to your accounting software the day it happens.
FAQ
Frequently asked questions
What people ask us before they sign up.
23% standard rate, 8% on items such as hotel accommodation, restaurant meals and some medicines, and 5% on basic food and books.
Generally no. VAT on hotel accommodation and on restaurant and catering services is excluded from deduction, except in narrow cases such as services resold as part of a package. Smartbills keeps each purchase categorized so those lines are set apart.
No. Since February 2026 for the largest businesses and April 2026 for the rest, invoices between Polish businesses are issued through KSeF. Smartbills isn't an e-invoicing provider. It handles receipts and expenses and posts coded expenses to your ledger.
Xero, QuickBooks Online, Sage and NetSuite, with two-way sync. If your accountant works in Comarch, Symfonia or other software, coded expenses export to Excel or CSV.
Yes. You invite your accountant with their own access, and a firm that manages many clients sees them all from one login, entities included.
Your data is stored in Canada, which the European Union recognizes as providing adequate data protection, and we don't sell it. Access is limited to the people you invite.
Get started
Check a month of Polish receipts.
Connect a mailbox and a card. VAT comes in from each line, and hotel and restaurant VAT is set apart before the return.