Every company, regardless of the type of services they provide, must have a registerd address. Long-term space rental is not always a good solution. This is especially true for freelancers, startups, or remote teams. It is possible to register the company at a residential address, but if you choose this option, you should consider the risk of negative impact on the company’s image and the need to constantly handle correspondence yourself. Starting your own business is difficult. Thriving businesses need support. With this in mind, Virtual Office Service was created.
What is a virtual office? When you purchase the virtual office service, you will be able to register your company’s address at the virtual office address. In addition, you’ll get a professional handling of your company’s correspondence, where your mail will be collected by our virtual office staff and the information about it will be sent to you by e-mail.
Registering a company at a virtual office address is becoming more and more popular. It is a great solution for freelancers, limited liability companies, commercial companies (general, limited partnerships), branches of foreign companies, and especially for:
- entrepreneurs,
- freelancers,
- copywriters,
- headhunters,
- start-ups,
- remote workers,
- people who live abroad but want to have the Polish address of the company.
How do I set up my own virtual office? In the case of IdeaPlace, all you need to do is sign a contract for office services, which includes registration and mail processing, as well as optional access to other additional services that you can use as and when you need them. This is a particularly advantageous solution if you are looking for a prestigious official business address, if you want to avoid the costs of long-term rental of office space that is not in use on a daily basis, or if you are not at the place of business.
It is worth noting that the virtual office service offers much more than a company’s registered address. Virtual office is also a comprehensive support for renting coworking spaces, training and business rooms or office space that you use only when you need it and pay for the services you actually use.
Virtual Office For Start Up Projects
A virtual office is a perfect and very popular solution for startups that do not have enough resources to invest in their own space, work completely remotely, or are just starting to build their team and renting a space permanently is an unnecessary burden. A flexible contract with no hidden costs optimizes your costs and allows you to cancel or upgrade our service as you need without any problems.
Registering a company at a virtual business address in the case of start-ups is also a beneficial action for a company’s image, which is crucial when starting a business. The prestigious address enhances the credibility and professionalism of the business registered under it. In the case of the IdeaPlace Virtual Office, it is the Wroclaw Market Square, i.e. the heart of business meetings and opportunities, a place in a great location, easily accessible by car or public transport.
Why Is A Virtual Office A Good Place To Start?
Starting a business involves a lot of time-consuming and expensive administrative tasks. This is why a virtual office is a convenient start-up solution for young entrepreneurs. Additional services, such as assistance with company registration, mail processing, or the provision of office space, make using a virtual office not only cheaper, but also more convenient. Support in current affairs covers such a wide range of responsibilities that there is no need to hire an additional employee while you are using our services.
A huge advantage of using a virtual office when starting a business is also a shared space that you can use to organize business meetings.
What Projects Are Virtual Offices Dedicated To?
Today, more and more companies base their activities on the implementation of specific, individual projects. The flexibility of our virtual office service makes this option worth considering for one-time and short-term projects. Using a virtual office service for a specific project not only reduces costs, but also provides administrative support from qualified staff.
Virtual offices are dedicated, among others, to companies created for EU projects. When applying for co-financing of European Union projects, the entrepreneur is very often required to indicate the residential infrastructure before receiving financial support. In this case, renting office permanently is not only unprofitable, but often impossible. With the help of virtual offices, an inspection for the purpose of co-financing the project can be carried out without any problems. Our employee will help you with the necessary documentation and all administrative and organizational matters.
Seasonality Of Business In The Context Of A Virtual Office
Seasonality in services is a characteristic phenomenon of many industries. Increased interest in a particular business may result from an ongoing promotion that encourages you to use the service for a limited time, or if the demand for a particular service occurs only at certain times of the year. In the case of an accountant, it may be, for example, an accounting period when customers are looking for professional support offhand.
Using a virtual office service if you run a seasonal business can be a good solution in two cases. The first is when we don’t need office space all year round and renting it would be an unnecessary expense. The virtual office can also be a good solution if the growing interest in the service increases the frequency of customer visits and leads to disruption of the work rhythm of the rest of the team. Then it is worth taking an interest in a virtual office and considering holding meetings there.
Types Of Projects That Use Virtual Offices
The complexity of the service and additional business activities that are a virtual office helps with, make representatives of various industries use our services. They carry out all kinds of projects, such as:
- start-ups and businesses in the early stages of company or business development,
- seasonal, short-term or one-time realizations,
- companies that are based abroad, but the project team is in Poland,
- projects co-financed from the European Union budget,
- all businesses looking for comprehensive support when setting up a company.
Virtual Office For Individual Business Projects
A virtual office is especially recommended for entrepreneurs who cannot afford to rent the entire space or who do not need a permanent workplace. Therefore, a virtual office is a perfect solution for IT professionals who work remotely, as well as copywriters and freelancers who need to fulfill orders. It is an excellent service for those who care about a professional image, which is much more difficult to achieve in the case of running a business registered at home.
It is worth mentioning that qualified employees of the virtual office are ready provide freelancers with help – from registering the company to mail processing, filling out applications, preparing documents and invoices. For individual business projects, a virtual office ensures that all administrative matters are handled professionally, accurately and reliably.
Virtual Office – The Perfect Place For Business Meetings
Most virtual offices, such as those offered by IdeaPlace, provide clients with fully equipped offices and conference rooms that are suitable for meetings and training. Inviting clients to a modern space at a prestigious address in the center of the city allows you to present yourself from a professional side. Offices are so private and comfortable that you can organize meetings online or with larger groups of people.
Importantly, it’s up to you to schedule a meeting. The virtual office service will ensure that the space is prepared so that all meeting participants will feel comfortable.
Virtual Office – A Comfortable Space For Your Business
In the case of a virtual office, the address for registering a company and handling correspondence is only the beginning of successful and long-term cooperation, which includes many comprehensive services. The space provided to entrepreneurs as part of the virtual office service is a place created for comfortable work, business meetings, coworking or training.
IdeaPlace meeting rooms are spacious and flexible. Located in the center of Wroclaw, they are equipped with multimedia equipment, comfortable seats and desks. Your virtual office can be not only a company registration address, but also a place of work, meetings or workshops. The office service will take care of all organizational matters so you can focus on developing your business.
Virtual Company Address – What Benefits Does It Bring?
The virtual company address was created primarily to handle correspondence. However, it also brings many benefits to the business. Undoubtedly, it is a tremendous help for the company’s image. With a prestigious address in the city’s business center, the company gains credibility in the eyes of potential contractors. It is an ideal solution for small businesses and freelancers where entrepreneurs provide services in person or are just starting out.
Having a virtual address and using our service as a professional mail service is a guarantee that no letter will get lost. Virtual office employees receive, scan, organize, and help respond to correspondence, including from the Tax Office.
Why Is IT Worth Having A Virtual Address For Your Company?
According to Polish law, it is not necessary to have an office in order to register a business, but each business must be registered at the specified address. It is possible to register a company at home, but it is unfavorable for image reasons and not very convenient if we consider the need to handle correspondence. In addition, if the virtual office service is billed in the B2B model, the entrepreneur can account for these costs in his business. In this respect, the registration of a company at a virtual address is more financially advantageous than the registration of a company at a home address.
The virtual address of the company is especially recommended in cases when work requires frequent travel and we do not have the opportunity or do not want to stay physically at the place of registration. Therefore, a virtual address for a company will work for people who do not need a fixed workplace, but only a registered address. The virtual address is for you, if you work in the field, provide training, travel a lot.
Virtual Office – Ideal Solution For Young Entrepreneurs
Having an address for company registration, administrative and correspondence support, as well as the possibility to use a dedicated space for work and meetings, is a particularly helpful solution for young entrepreneurs who are just starting their business activity. A prestigious address and professional support are factors that make starting your own business easier. By delegating tasks, you can focus 100% on running your business and not worry about bills, electricity, or anything else related to the office.
The comprehensive support you receive as part of the virtual office service will help you avoid the need to hire employees right after you decide to register your business. This allows you to optimize costs and save the time you would spend on onborading new people, such as an assistant or a lawyer.
Transfer Of The Company To IdeaPlace
Due to the constantly changing business situation, many entrepreneurs decide to move the company to a virtual office. This may be due to changes in the organization’s structure, a shift to a remote work model, or a desire to optimize costs. This applies to companies registered in Poland as well as those moving to Poland from abroad.
Moving a company to IdeaPlace is a process that requires a professional approach and properly prepared documentation, especially in the case of foreign companies. IdeaPlace’s administrative support, which includes accounting and legal assistance, may be essential.
Virtual Office And The Tax Office
A virtual office and a tax office is an issue of particular interest to entrepreneurs. Please note that the company registration address determines which tax office your company is subject to. This is yet another proof that it pays to have a prestigious address in the city center. In the case of IdeaPlace, it is the Wrocław – Stare Miasto Tax Office, Inowrocławska Street 4, 53-654 Wrocław.
One of the most frequently asked questions is about a virtual office and VAT. Namely, whether registering a company for VAT could be a problem due to the need for verification of data by a tax official. According to the Polish law (in accordance with Article 96(4a) of the Act on value added tax), the head of the tax office may refuse to register for VAT only if:
- the particulars given in the registration are incorrect,
- the entity does not exist,
- despite the documented attempts made by the head of the tax office, it is not possible to contact this entity or its representative
- the entity or its representative does not appear at the request of the head of the tax office.
When the entity acts legally and remain in contact with the tax office, there are no grounds for refusing registration, so entering the address of the virtual office when filling in the VAT-R form cannot be the only reason for refusing to register the company for VAT.
A virtual office is therefore an invaluable business support and a service worth considering for almost any type of business.
Ewa Rogoż
Ewa Rogoż is an experienced coworking pioneer in Wrocław and the founder of IdeaPlace – the first professional coworking space in Lower Silesia. Her dedication to business development and support for entrepreneurs led to the creation of an inspiring space in the heart of the city. Ewa not only creates coworking spaces for freelancers but also micro-offices for small teams, thereby supporting diverse business initiatives in the region.
