What the module does
Our VAT module reads every checked-out folio from Profitroom Suite, splits the line items by VAT rate, generates a compliant faktura VAT with the correct sequential number, sends it to the guest by email and WhatsApp, and prepares the monthly JPK_VAT file with the check-out data already reconciled. From 1 August 2026 it also submits every invoice to KSeF and stores the receipt.
8% versus 23% — the split
Accommodation services in Poland fall under the reduced VAT rate of 8% (PKWiU 55). Ancillaries and extras are largely 23%. The module classifies every folio line automatically. Typical breakdown for a city hotel:
- 8% reduced rate — room night, breakfast when included in the room package.
- 23% standard rate — bar and restaurant orders billed to the room, spa treatments, parking, laundry, room service delivery fee.
- 0% or exempt — cash advances, foreign currency exchange spread.
Edge cases the module flags for your accountant: half-board and full-board packages (breakfast is 8%, dinner is normally 23% because it is a restaurant service), and conference packages where accommodation and F&B need to be split from meeting room rental.
Faktura VAT format requirements
Every faktura VAT the module issues includes: seller NIP, buyer NIP if provided, sequential invoice number in a format you choose at setup, dates of issue and sale, itemised description with PKWiU, unit price net, VAT rate, VAT amount and gross total, payment method, and — if applicable — the MPP annotation for split payment. All strings are in Polish by default; a bilingual PL/EN version is a toggle in module settings.
Sequential numbering
The Polish tax office requires gap-free sequential numbering per property, per calendar year. Our module keeps the counter server-side. Common format: FV/2026/07/00348 — series FV, year, month, five-digit sequence. Reissues carry a suffix like /K1 for the first correction.
Requesting a NIP-fakturas from a guest
A guest who wants a company-name faktura must give you their NIP at or before check-out. The Suite Profit widget captures the NIP at booking if the guest ticks "Business trip"; reception can add it at check-in on any folio. Once check-out closes without a NIP, you have limited legal window to add one — Polish rules allow it, but with a paperwork trail nobody wants.
JPK_VAT filing cadence
Polish businesses submit JPK_V7 (the unified VAT record) monthly. The filing deadline is the 25th of the month following the reporting period. For June operations you file by 25 July. The module generates a JPK_V7 XML file on the 20th, sends it to the accountant email you configure, and — if you allow — can submit directly to the ministry's gateway with your qualified electronic signature. A separate JPK_KR corporate ledger extraction is available if your accountant asks.
KSeF — mandatory from 1 August 2026
KSeF (Krajowy System e-Faktur) becomes mandatory for large businesses on 1 February 2026 and for all VAT-registered businesses on 1 August 2026, according to the currently published Ministry of Finance timeline. Every faktura VAT must be submitted to KSeF in XML (FA(2) schema) and a KSeF-issued number becomes the legal reference number for the invoice.
Our module talks to KSeF's production API. You need one thing from your accountant or CFO: a KSeF authorisation for our technical account, granted through the CEIDG or your qualified signature. Once authorised, every invoice goes to KSeF within one minute of issuance, the KSeF number comes back, and we store the confirmation on your faktura. If KSeF is unreachable, the module queues invoices and retries; nothing is lost.
Split payment (mechanizm podzielonej platnosci)
Polish law requires the split-payment mechanism (MPP) on B2B invoices over 15,000 PLN gross that include any of the goods or services listed in Załącznik nr 15. Hospitality itself is not on the list, but hardware and IT services sometimes billed by hotels to conference clients can be. When the module detects a Załącznik nr 15 line and gross value over 15,000 PLN, it stamps "mechanizm podzielonej płatności" on the faktura automatically and shows the split account numbers on the payment link.
Corrections (faktura korygująca)
If a check-out folio is edited after invoicing — a late refund of a spa charge, a mistyped ancillary — the module issues a faktura korygująca linked to the original invoice. Corrections update JPK_V7 for the affected period and, from August 2026, are pushed to KSeF like any other invoice.
What we do not handle
We do not file your CIT, PIT, ZUS or PFRON. We are not a tax advisor. We take pains to keep our accounting integration compatible with the three most common Polish PMS-adjacent tools — Symfonia Handel, Comarch Optima, InsERT — so your bookkeeper's month-close does not need manual re-entry.