What to remember when delivering documents to the accounting office?

As an entrepreneur, you most likely know how important it is to thoroughly complete your documentation and deliver it to the accounting office on required time. One has to remember to submit their current accounting documents collectively by the 10th day of each month. This is very important because the 20th day is the deadline for paying advance payments for income tax (PIT, CIT).


Which documents do you need to prepare and submit to the accounting office?

Sales documents, specifically:

  • sales invoices (advance, final, receipted invoices, cancelled invoices)
  • receipts for accepted complaints, returns, errors, etc,
  • cash register reports,
  • records of unaccounted sales or internal sales notes (if sales are not recorded using a fiscal cash register).

IMPORTANT NOTICE! Unpaid benefits (e.g. lending of a car, provision of a service for another taxpayer), received contractual penalties and compensations also constitute one’s revenue to be entered into the books. Information of such character must be submitted to the accounting office.


Documents confirming the expenses incurred, specifically:

  • purchase invoices for goods and services,
  • fuel invoices with the vehicle registration number (if it is missing, it should be written down by hand),
  • payrolls and receipts for work order contracts (if the payment was made in cash, make sure they are signed),
  • bank statements (from all accounts),
  • other invoices/documents confirming the purchase of goods and services which were incurred in order to achieve income or maintain or secure a source of income.

What fixed costs are most commonly submitted to the accounting office?

  • telecommunications services,
  • lease payments,
  • rents,
  • utility charges (electricity, heating, water, waste charges).

Remember also about:

  • expenditures incurred on the purchase of equipment and costs of repairs and maintenance of company machinery, equipment or real estate,
  • liability insurance due to the type of activity performed or insurance of assets,
  • attendance employees lists and records of working hours performed by contractors.

What about fixed assets?

Operations to be entered into the books are connected with:

  • the acquisition of fixed assets, their deletion (sale, withdrawal for private purposes), or the termination of their use (liquidation, scrapping, etc.).


IMPORTANT NOTICE! Be sure to provide the accounting office not only with the purchase invoices of the fixed assets, but also inform them about the termination of their use.


Check also:

E-invoice – more changes to come for entrepreneurs>>
New form templates NIP-2, NIP-7, NIP-8 i ZAP-3>>


Legal basis:
– art. 53 § 22  and art. 61 § 1 of the Act of 10.09.1999. – Fiscal Penal Code (Journal of Laws of 2021, item 408)
-§ 15 paragraph 1 and Annex No. 1 of the Regulation of the Minister of Finance of 23.12.2019 regarding keeping a tax revenue and expense ledger (Journal of Laws of 2019, item 2544),
– art. 86 paragraph 10b of the Act of 11.03.2004 regarding tax on goods and services (Journal of Laws of 2021, item 685).

See also