Accounting Services for Employment Agencies

Do you run an employment agency and are looking for a partner to streamline your settlements, employee documentation, VAT, ZUS (Social Insurance Institution), and daily bookkeeping without multiplying formalities? EFEKTA provides a comprehensive cooperation model for employment agencies across Poland, including all districts of Warsaw – you can operate entirely remotely or meet with us in person.

Why choose an accounting firm and accounting outsourcing for an employment agency?

Accounting for employment agencies requires more than just standard invoice bookkeeping. What matters here is regulatory compliance, efficient accounting support, proper document organization, and a rapid response to changes in employee, client, and contract settlements.

This industry operates faster than many other sectors. It involves frequent employment changes, client settlements, high document volumes, working time records, payrolls, ZUS contributions, VAT settlements, and the need to maintain full control over revenue, margins, and the profitability of individual projects. Therefore, accounting outsourcing for an employment agency should combine accounting, HR and payroll processes, and practical advisory services.

This is particularly crucial in 2026, as the National Labour Inspectorate (PIP) anticipates audits regarding compliance with temporary worker regulations, targeting both temporary employment agencies and user employers. Additionally, temporary work for a single user employer generally cannot exceed 18 months within a period of 36 consecutive months, which highlights the critical importance of accurate record-keeping and documentation compliance.

A good accounting firm, therefore, does not limit itself to bookkeeping. It helps structure accounting processes, mitigate the risk of errors, improve financial planning, and give the entrepreneur peace of mind that the company has a stable accounting and tax foundation.

What accounting, tax, and HR & payroll services are included in the agency’s accounting support?

Accounting services for an employment agency typically include bookkeeping, taxes, ZUS, HR and payroll, as well as support with documentation and settlements related to employment. We tailor the scope of cooperation to the company’s specifics, headcount, and the agency’s operational model.

As part of our cooperation, we can cover the following areas for your employment agency:

• Bookkeeping and Accounting – document registration, maintaining accounting ledgers, Revenue and Expense Ledger (KPiR), and ongoing monthly settlements.
• Tax Settlements – VAT, CIT, PIT, tax returns, and ongoing tax supervision.
• HR and Payroll – employment contracts, civil law contracts, payrolls, individual pay settlements, personnel files, and ZUS.
• Client and Contract Settlements – sales invoices, cost invoices, contractor settlements, and margin control.
• Financial and Business Reporting – revenue, costs, profitability, business reports, and management summaries.
• Audit Support – preparation of documents for ZUS and the Tax Office.
• Advisory Services – document workflow organization and support in operational and tax decisions.

Long-term Cooperation – EFEKTA Accounting Office

In practice, an employment agency needs more than just an accountant; it needs a partner who understands how accounting, employee settlements, and business processes intersect. That is why our accounting services also encompass support in contract settlements, employee documentation, cost records, and document workflow between the company and its clients.

As of 2026, some companies must also account for new technical obligations. The National e-Invoicing System (KSeF) is being implemented in stages: from February 1, 2026, for the largest entities; from April 1, 2026, for other entrepreneurs; while the smallest firms with invoices up to PLN 10,000 monthly have this obligation postponed to January 1, 2027. Concurrently, PIT taxpayers submitting JPK_V7M from 2026 must maintain their KPiR in software programs.

Want to know how to streamline your employment agency’s accounting and minimize the risk of errors? Contact us – we will answer your questions.

Accounting for Employment Agencies

This offer is dedicated to companies that hire employees, delegate them to clients, or conduct recruitment and require a stable accounting foundation. It works well for both smaller entities and scenarios requiring accounting for large companies with complex structures.

We provide services for:

• Temporary employment agencies,
• Job placement agencies,
• Entities conducting recruitment and staffing,
• Companies with extensive HR and payroll departments,
• Firms servicing multiple clients and a large number of employees or contractors.

This is a solution for business owners who expect greater predictability, better data organization, and ongoing supervision over settlements. In this industry, even a minor error in documents, ZUS, VAT, or payroll can quickly impact finances, client relations, and the overall operational security of the entire company.

How do accounting outsourcing, automation, and accounting processes work in an agency?

Good service operates simply: you hand over the documents, we establish the information flow and scope of responsibility, and we handle the bookkeeping, settlements, and HR/payroll support. The better the accounting processes are structured, the lower the risk of chaos and the easier it is to make business decisions.

Initially, we analyze the company’s operational model: headcount, types of contracts, number of clients, invoicing methods, frequency of staff turnover, document volume, and reporting needs. Based on this, we determine whether full accounting, simplified accounting, or a more comprehensive model—including management reports and ongoing advisory—will be best.

In daily cooperation, automation and electronic document workflow are highly significant. On the ZUS side, tools such as PUE (Platforma Usług Elektronicznych), which enables generating and sending documents and applications online, and the free Płatnik Program, used for creating, verifying, and dispatching insurance documents (including data import from HR and payroll systems), are essential.

What determines the pricing? Invoices, VAT, ZUS, settlements, and revenue

The cost of the service depends on the scale of operations, document volume, employment model, and the desired breadth of cooperation. Pricing differs for the straightforward support of a single LLC versus an employment agency managing a large volume of payrolls, invoices, and client settlements.

Key cost drivers include:

• The number of documents and every invoice,
• The number of employees, contractors, and contracts,
• The scope of HR and payroll services,
• The contract settlement method,
• The number of corrections and non-standard operations,
• The need for management reports,
• The frequency of consultations and the level of tax support.

For some companies, standard ongoing accounting is paramount, while others require full-service support: accounting, taxes, VAT, ZUS, working time records, employee documentation, and reports detailing revenue and costs. That is why a reliable pricing schedule is not based on a flat rate per company, but on the actual scope of work.

Comprehensive Accounting, Advisory, and Corporate Finance

Are you looking for a partner who understands the specifics of the employment agency sector and will take care of your accounting, settlements, and regulatory compliance? EFEKTA provides accounting for companies across Poland, combining remote services with the option of in-person meetings.

Would you like to entrust us with accounting, HR and payroll, or full accounting services for your employment agency? To discuss the details, email us at: 📧 biuro@efekta.waw.pl Or call us: +48 22 403 40 98 +48 604 501 507

Looking for a good tax advisor or accountant for a limited liability company (LLC)? Choose EFEKTA’s services.

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How much do accounting services for an employment agency cost?

The cost depends on the headcount, the volume of documents and invoices, the types of contracts, and the scale of settlements. The higher the employment volatility and the more complex the HR processes, the broader the scope of accounting services required.

How do you recognize a good accountant for an employment agency?

Look for punctuality, clear communication, and a deep understanding of the industry’s specifics. A top-tier accountant should seamlessly combine tax expertise with a practical approach to HR, payroll, record-keeping, and cost control.

How much does an accounting firm charge to manage a company?

There is no one-size-fits-all rate. A small company with straightforward documentation is priced differently than an employment agency requiring extensive accounting, HR and payroll support, and a high volume of settlements.

What is the difference between an accounting firm and an independent accountant?

An independent accountant may be responsible for a specific area, whereas an accounting firm typically provides broader resources and a comprehensive cooperation model. For a business, this translates to greater service continuity, seamless cover during absences, and better organization of the entire process.

What does an accounting service include?

Most commonly, it includes bookkeeping, taxes, VAT, ZUS (Social Insurance Institution), document registration, settlements, and HR/payroll support. For employment agencies, this also extends to contract settlements, employee documentation, and management reporting.

What happens in the event of a Tax Office or ZUS audit?

A reliable accounting firm helps prepare the necessary documents, summaries, and explanations. In the case of a ZUS audit, it is worth noting that, as a rule, the inspector commences the audit no earlier than 7 days after notification and no later than the 30th day. Furthermore, the payer can appoint a representative using the PEL-K form.

Is the accounting firm liable for the accounting it provides?

Yes, the firm is responsible for the proper execution of tasks within the scope of the contract. Furthermore, mandatory third-party liability (OC) insurance applies to outsourced bookkeeping. This is a critical element of client security and a benchmark of professional service.

How do you find a good accounting firm?

It is highly recommended to verify their experience in your specific industry, communication style, scope of services, and punctuality. Most importantly, check whether the firm provides genuine advisory support for your settlements rather than merely processing paperwork.