How the data leaves your system

A file your system already produces

Your system hands over an export — CSV, XLS, XML, a trial balance, a journal, a fixed asset register, sometimes its own JPK file. It reaches us from a watched folder, over SFTP, or uploaded by hand. We get no access to your system at all.

When it fits

Always, and it is the usual answer for a group instance: whoever already runs that system produces one more scheduled extract, scoped to the Polish entity.

What you provide

One sample export for a closed period and someone who knows what the columns mean.

Effort

The shortest route to a first file. The work sits in mapping the content, not in establishing a connection.

Read-only access

A database account with read rights, or an on-premise agent inside your own network. We read agreed objects and write nothing back — not to the database, not through the application.

When it fits

When a manual export turns into a monthly task for someone with more urgent work, or when several Polish entities sit on one instance and the extract should be scheduled once.

What you provide

A technical read-only account limited to a named list of objects, sign-off from IT, and an agreed time window.

Effort

Longer than the file route — and the time goes into agreeing the scope with your IT, not into the connection itself.

The source system's own API

Where the system has a documented interface, we read through it. The cleanest variant, but available only where the vendor has described that interface and permits its use.

When it fits

Newer systems, or systems maintained by a vendor that exposes an interface itself.

What you provide

Interface documentation, read-scope credentials, and confirmation from the system vendor that they may be used for this purpose.

Effort

Entirely a function of documentation quality. Sometimes the fastest of the three routes, sometimes the slowest.

Do you touch our production database?

By default, no. The file route requires no access whatsoever — we receive a file, the same way an auditor does. If you choose the read-only route, the account is technical and limited to objects listed in advance.

Traffic is one-way on every route. SimplyTax writes nothing back into the source system: no posting, no flag, no correction. There is no path for it and no reason for one. For a group instance shared across countries, that is usually the whole question.

Who maps the chart of accounts to the Polish dictionaries?

Mapping is configured per company, because charts of accounts differ between companies — including between entities inside one group running one instance. There is no universal mapping to switch on.

It is done jointly: we know what the Polish structure requires, you know what actually sits on the account. This configuration is the real implementation work — not the export, not the connection. Anyone promising an out-of-the-box mapping is describing their own chart of accounts, not yours.

What about permanent and temporary differences?

Classifying a difference is a substantive decision and it stays with you and your Polish adviser. We do not make it on your behalf, and it is not our role to.

Our part is carrying that information into the file. If you hold it in the books — in a field, on a technical account, in a separate register, or in a spreadsheet column one person maintains — we move it across as it is. If it exists nowhere, no export will invent it, and it is better to find that out now than two weeks before the deadline.

What happens when the group upgrades the ERP?

Tell us before, not after. The file route survives upgrades best, because a file format changes rarely and visibly. Tiers B and C are sensitive to a change in the database structure or the interface, and then the translator needs work.

After a major upgrade or a migration we re-run one closed period and compare the result against the previous one. We have no way of learning about your upgrade other than from you, and that is the one thing we ask for up front.

The Polish books are kept by an accounting firm.

Then the source system is the firm, not the group instance. The counterpart changes; the mechanism does not. This is common for a Polish entity that runs group reporting abroad and statutory books locally.

Most accounting firms will not grant database access, and they are right not to — which is why the file route exists. The firm hands over a periodic export, exactly as it hands one to you today. The filing obligation remains the Polish entity, so the file and its UPO should sit somewhere you can reach without asking anyone for permission.

How long does onboarding take?

It depends on how much of the required data you already hold, and we do not know that before seeing a first export. A number of weeks quoted earlier than that would be invented.

The sequence, though, is always the same: one sample export, chart of accounts mapping, a generated file, a check against the official schema, a full run through the ministry test gateway, and only then production.