FAQ

This is a clear reduction in accounting service costs. The rates for individual services will be cheaper than the cost of maintaining an accounting department. This is due to the optimal use of human resources in a company specialized in a particular field. Additionally, there will be continuity of service with no interruptions due to vacation, health, or the departure of an employee. The external company experiences no downtime. Clear rules for team cooperation without emotional dependencies. No obligations related to maintaining additional human resources such as employee benefits, recruitment, and implementation processes. A diverse team with unlimited resources of knowledge and experience that complements each other.

The cost of cooperation depends on its scale. We have certain rules that benefit our clients, and the value of cooperation is based on the commitment in a given month, which can be measured by the number of documents. For instance, if the number of invoices decreases in a given month, the value of cooperation will be adjusted accordingly to reflect the lower involvement of the office. These are beneficial solutions during periods of reduced activity, economic changes, or when part of the client company’s operations are suspended. The costs of cooperation are determined by an agreement made prior to the start of cooperation, which includes conversion tables of amounts related to the scope and scale of services.

The type of business determines the set of documents required for cooperation with our accounting office. We provide a detailed list of necessary documents and data that are specific to the business, industry, and form of company registration. We can also assist in collecting, acquiring, and identifying these documents.

We work closely with tax consultants on an ongoing basis. We suggest these consultations and adjust our bookkeeping based on the recommendations of specialists, with the approval of our clients. Given the volatility of taxation rules and accounting methods, this has become a standard practice.

When choosing a team, we prioritize diversity of experience in terms of services provided, industry knowledge, and specific expertise. Additionally, we have a broad network of specialized collaborators, including tax advisors, financial advisors, legal advisors, chartered accountants, and industry experts, whose services we frequently utilize. In our industry, it is essential to stay up-to-date with changes and trends in the market, particularly in regulations.

We welcome challenges in new areas and have developed processes to make up for any lack of experience or knowledge. This is a natural part of our activity and helps to condition our development, which is why we are open to new challenges. While we have extensive experience in the majority of industries and types of business, we are always willing to learn and adapt. This is the outcome of collaboration with a group of several hundred companies, whose range of activities undoubtedly covers most of the relevant areas.

Optima is our main program. However, due to collaborations with various entities, we have occasionally utilized other solutions that are preferred by our clients. Our IT specialist and program administrator is highly skilled and knowledgeable in communicating with any IT solution, or at least that is what he assures us.

The frequency of reports and statements is determined by the contract and the scope of cooperation. It is worth noting that our accounting support software generates reports in real-time, allowing you to freely choose the frequency of data transfer. Reports can be securely transmitted via email or by assigning access to selected functionalities for client documentation. It is possible to generate reports, statements, and selected metrics based on detailed guidelines developed in cooperation with the client. For example, managers of individual departments can expect statements configured for their specific needs.

We comply with the regulations applicable in our country and create internal procedures. Here are some examples of such activities and policies:

• GDPR (General Data Protection Regulation): An accounting office must comply with the provisions of GDPR regarding the storage, processing and protection of clients’ personal data. This requires obtaining the client’s consent to process the data, ensuring adequate security measures, and respecting the rights of data subjects.
• Adequate security measures: Our office implements security measures to safeguard client data against unauthorized access, loss, damage, or disclosure. These measures include technical and organizational safeguards such as data encryption, access control, and monitoring and auditing procedures.
• Confidentiality policy: Our office has a confidentiality policy that outlines rules for accessing and protecting client data from unauthorized disclosure. Our employees are trained to maintain data confidentiality and are only granted access to the data and records of clients for whom they are responsible. In the event of an employee’s absence, temporary access is granted by an authorized person to ensure continuity of work.
• Register of data processing activities: Our office keeps a record of all data processing activities. This record includes details such as the data being processed, the purpose of processing, the storage period, and the entities with whom the data is shared etc.
• Audit and control: Our accounting office conducts regular audits and internal controls to monitor compliance with data security regulations and the effectiveness of the protection measures in place.