How Much Does an Accountant Cost for a Sole Proprietorship in 2025?

Do you run your own business and want to focus on growing it instead of getting buried in paperwork? Accounting costs are one of the key questions faced by owners of sole proprietorships. Can you find a good accountant at a reasonable price? What factors affect the cost? Can a virtual office help optimize these expenses? We answer these questions and explain how not to overpay for accounting!

How to find an accountant at a good price?

Choosing an accountant is not only about price, but also about knowing that your finances are in good hands. When you entrust a specialist with your company’s accounting matters, you expect specific knowledge, reliability, and the confidence that everything will be done on time and with the highest level of care. 

Many entrepreneurs, however, face the same dilemma: does a cheaper service also mean lower quality? Is it worth paying extra for additional support? Or is online accounting a better choice? 

To find the best solution, it is worth paying attention to several key aspects, especially the scope of services offered and reviews from other clients. When looking for an accountant at a good price, you definitely should not be guided only by the lowest rate. What matters is that the service is matched to the needs of your company. Well-chosen accounting is an investment that can pay off through tax optimization and smooth, trouble-free settlements. 

What should you pay attention to when choosing an accounting office?

Choosing an accounting office is a decision that can affect the financial security of your company. Price matters, but service quality and the scope of support are just as important. To avoid problems and additional costs, it is worth checking several things: 

• experience and specialization – does the accounting office serve sole proprietorships and understand the specifics of your industry?
• scope of services included in the price – does the monthly fee include tax advice or help in dealing with public offices? Check carefully what you can actually expect for the quoted rate;
• certificates and liability insurance – does the office have confirmation of accounting qualifications? Liability insurance is also important, as it protects your company in the event of accounting errors;
• reviews from other entrepreneurs – before you decide to cooperate, check what other clients say about the chosen accountant. Negative opinions about delays or hidden fees should be a clear warning sign. 

Does a virtual office affect accounting costs?

A virtual office is not only a virtual address for company registration, but also a real opportunity to reduce the cost of running a business — including accounting costs. More and more entrepreneurs combine these two services for reasons such as: 

• a fixed correspondence address – registering your business at a virtual office means that public offices and contractors have one stable address, which makes cooperation with the accounting office easier and improves document flow. You do not have to worry about lost letters or frequent address changes in public offices;
• lower costs – instead of paying for an expensive physical office, you can use flexible office rental for your company, paying only for your real needs;
• administrative support – virtual offices offer help with administrative matters, which may include scanning and storing documents, and even cooperation with trusted accounting offices. This can give you access to better prices and simplified service — your invoices and documents can go directly to your accountant. 

By choosing a virtual office, you can save both time and money, avoiding unnecessary paperwork. At the same time, you gain easy access to a range of additional services, such as coworking office rental. This solution is therefore especially beneficial for sole proprietors and freelancers who value mobility, flexibility, and simplicity in running a business. 

What determines the cost of accounting services for a sole proprietorship?

Entrepreneurs running a sole proprietorship can use so-called simplified accounting, which means that accounting services in their case usually generate relatively low costs. However, accounting prices for sole proprietorships are not fixed and may vary depending on several key factors. Costs are affected mainly by the form of taxation, the number of documents to be processed, and the location of the accounting office.

Form of taxation – lump sum, tax scale, flat tax

The chosen form of taxation has a direct impact on the cost of accounting services. Some business forms, such as limited liability companies or joint-stock companies, require more complex settlements, which also means higher accounting service prices. 

Lump-sum tax on recorded revenue is the simplest form of taxation, where only business revenue is recorded. The accountant mainly handles revenue records and tax declarations, so the cost of service is usually the lowest.

People settling under the tax scale, 12% and 32%, or under the flat tax rate, 19%, must expect slightly higher accounting costs, because this requires keeping a tax revenue and expense ledger. 

The more complicated the settlement system, the more work for the accountant, and therefore the higher the monthly fee for accounting services. That is why choosing a form of taxation should be discussed not only in terms of taxes, but also accounting costs.

Keeping VAT records

The obligation to keep VAT records increases the accountant’s workload, which directly affects the cost of accounting services. The more complicated your settlements are, the more time the accountant has to spend on them — and this translates into a higher monthly accounting fee.

Number of accounting documents, including invoices 

The number of invoices you issue and receive each month is another factor that directly affects accounting costs. The same rule applies here: the more documents there are to process, the more work for the accountant and the higher the service price.

If you run a business with a small number of transactions, for example you provide services to a few regular clients, accounting costs will be relatively low. Many offices offer a basic package at an attractive price for sole proprietorships with a simple settlement structure. With a larger scale of activity, especially if you work with many contractors, accounting requires more time and accuracy, which naturally involves higher service costs.

The importance of the accounting office’s location

Although the location of the accounting office may seem secondary, especially in the age of online accounting, when you no longer need to choose an accountant “next door,” in practice it can still affect the cost of service. Accounting services in large cities such as Warsaw are usually more expensive because of proportionally higher operating costs and greater demand. In smaller towns, prices may be lower, but it is worth making sure that the office offers the right level of service. 

The location of the accounting office may matter if you prefer handling matters in person and delivering documents in traditional form. However, if you choose online service, you can use more cost-effective solutions regardless of distance.

Real accounting costs for a sole proprietorship

How much does accounting for a sole proprietorship actually cost? Basic accounting service for a sole proprietorship starts from as little as PLN 100–150 per month, but in the case of more complex settlements, costs may reach several hundred złoty.

Basic accounting service – how much will you pay?

The cost of basic accounting for a sole proprietorship in 2025 depends mainly on the scope of services and the form of settlement. The simplest packages cost around PLN 150–250 per month and usually include basic settlements, keeping the tax revenue and expense ledger or lump-sum revenue records, and submitting tax declarations. They are therefore suitable for sole proprietorships with a small number of invoices, for example up to 10 per month, and a simple cost structure.

Average accounting prices in different regions of Poland

In the largest cities, such as Warsaw, Kraków, or Gdańsk, accountant prices start from PLN 300–350 net per month for basic service and may exceed PLN 700 for more extensive services. This is mainly due to higher demand for accounting and higher operating costs of accounting offices. 

In large but less competitive locations, such as Łódź or Katowice, prices are slightly lower and usually fall within the range of PLN 250–300 per month for standard service. A cheaper alternative is offered by local accounting offices in smaller towns, where accounting support may be available from PLN 150 per month.

So if the location of the accounting office does not matter to you and you want to reduce accounting costs, it is worth considering cooperation with an online accounting office or an accountant from a smaller town. This way, you can gain good-quality service at a lower price while reducing the fixed costs of running your company. 

Types of accounting and their impact on price

As mentioned earlier, sole proprietorships most often use the tax revenue and expense ledger, which is cheaper to keep because it mainly involves recording revenue and costs, calculating tax liabilities, and preparing declarations. The average cost in this case is PLN 150–350 per month, depending on the number of documents and the scope of services.

In the case of full accounting, which is mandatory for sole proprietorships that exceed the annual revenue threshold of PLN 10,711,500, the limit for 2025, accounting service will always involve higher costs. For larger companies, it may reach even PLN 1,000 per month.

Additional accounting services and their prices

Basic accounting is not everything. Many entrepreneurs also need additional support, which can significantly affect service costs. Services such as annual settlements, representation before public offices, or tax advice are often offered outside the standard monthly package and require additional fees.

Annual settlements and declarations – what is included in the standard price?

Annual settlements are the obligation of every entrepreneur running a sole proprietorship. In most accounting offices, basic declarations are included in the monthly package, but this does not always cover every possible settlement. An additional fee may apply, for example, to correcting the annual declaration, settling foreign income, or applying deductions such as R&D relief or IP Box. 

The cost of additional services related to the annual settlement may range from PLN 100 to 300, depending on the taxpayer’s specific situation. Before signing an agreement with an accountant, it is worth making sure exactly what the standard service includes so you can avoid unexpected expenses.

Representation before public offices – is it worth paying extra?

A tax inspection, explanations for the tax office or ZUS, and other situations in which an entrepreneur needs to contact public institutions can be stressful and time-consuming. Many accounting offices offer representation before public offices, although this sometimes requires an additional fee.

Before choosing an office, it is worth checking whether this service is included in the monthly subscription. This type of support will be especially desirable in industries subject to frequent inspections, such as financial services or construction, where professional representation can be solid protection and save time and nerves in the event of unexpected calls from an office. 

How to optimize company costs?

Accounting costs are one of the significant expenses involved in running a business, but a smart choice can mean real savings. It is worth approaching this strategically. Instead of being guided only by price, choose an optimal solution matched to your business:

• choose the accounting form that best fits your business – the tax revenue and expense ledger is cheaper than full accounting;
• compare offers from accounting offices – often online accounting or an office operating in a smaller town can offer similar quality at a better price;
• minimize the number of documents – the fewer invoices, the lower the accounting price. Try to use collective cost invoices and limit unnecessary transactions;
• consider a virtual office – if you do not need physical premises, a virtual address for company registration will help you reduce business costs and simplify cooperation with your accountant;
• use tax reliefs and tax optimization – a well-chosen form of taxation and the use of possible deductions can significantly reduce your tax burden. It is worth consulting this with your accountant.

Remember: accounting is not only a cost, but also support for your business. A well-chosen service will help you avoid problems, save time, and focus on growing your company — and that is what matters most in business.