Introduction

The decision to change accounting firms often stems from the need for better service, lower costs, or a broader range of services. However, the transfer process itself – especially in the HR and payroll (HR) area – can be more complicated than it seems.

In this article, we show you what to keep in mind to ensure a smooth accounting firm transition and to prevent errors in your company’s employee documentation.

This article was prepared by specialists from PRWT Księgowość i Obsługa Biznesu sp. z o.o. – we provide HR and payroll services in Krakow and Warsaw.

Why is HR data migration a challenge?

Most accounting firms use professional HR and payroll software – the most popular in Poland are Comarch ERP Optima and Symfonia, but companies often use other, less popular programs as well. Electronic database migration between less popular accounting and payroll software and these large systems is often possible. Unfortunately, this is not always possible:

• sometimes data formats are incompatible,
• migration requires programmer assistance,
• sometimes it is simply impossible, leaving the need for manual data entry.

This problem is particularly acute for companies employing dozens or hundreds of employees. Manually creating a new database from scratch is a huge undertaking, which the new accounting firm must complete in a short timeframe – often by the 10th of the month (the payroll due date).

What data is necessary for a smooth transition?

If you are changing accounting firms, the new entity will need each employee’s full employment history, not just data from the last month. Here are the key details:

• periods of employment,
• positions and job changes,
• salary history (including variable components),
• dates of medical examinations and occupational health and safety training (expiration dates),
• PPK membership,
• vacation entitlements,
• any absences and sick leave. Why is this so important?

Sick pay is calculated based on the previous 12 months, and vacation pay is calculated based on the previous 3 months. Without this data, the new office cannot correctly calculate these benefits.

Practical Example – Real-Life Situation

Imagine that you provide a new accounting firm with an Excel database on the 5th of the month, and the accounting software requires manual entry of records for 50 employees. Each record contains a dozen or so fields with historical data.

The new office serves not only you but dozens of other companies. They are physically unable to perform this work manually for those few days by the 10th of the month (for 5 days, and perhaps with a weekend “in between”). The result? Delays in payroll, errors in declarations, and problems with the Social Insurance Institution (ZUS) can all be consequences.

Conclusion: Changing accounting firms requires sufficient time in advance and the provision of data in a clear, structured form – ideally electronic (but compliant with the requirements of the target system where the database will be maintained).

HR Services in Krakow and Warsaw – How We Help?

At PRWT Accounting and Business Services , we specialize in seamless transfers of HR and payroll services from other offices. We offer:

• initial audit of your HR data,
• migration support (or manual database creation),
• timely preparation of payrolls, Social Insurance Institution (ZUS), and Personal Income Tax (PIT) returns,
• Employee Capital Plans (PPK) processing, medical examinations, and occupational health and safety (OHS).

Our office operates in Krakow and Warsaw – we provide remote services to companies across Poland.

How to ensure a smooth transition to an accounting firm?

1. Plan the change in advance – inform the new office at least 2–4 weeks before the planned transfer date.
2. Prepare all documentation – employee cards, employment contracts, ZUS, PIT, and PPK documents.
3. Maintain an electronic database – if possible, export data from the current system in a format accepted by the new office (e.g., XML, CSV).
4. Ask for a timeline – the new office will clearly define what data it needs and by when.
5. Allow time for implementation – don’t expect a perfect payroll the first month after the change; plan for a transition period.

Summary

Changing your accounting firm in the HR and payroll area isn’t just about signing a contract. It’s a logistical process that requires good organization and collaboration between the company, the old office, and the new one.

If you’re looking for a reliable HR partner in Krakow or Warsaw, please contact us. We’ll help you safely transfer your data and take over your responsibilities.

📞 Krakow: [+48 12 345 21 06]

📞 Warsaw: [+48 22 292 47 21]

✉️ e-mail: [biuro.krakow@prwt.pl; biuro.warszawa@prwt.pl]

🌐 www.prwt.pl