HR & Payroll

Hire in Poland with confidence. We handle payroll, compliance, and local authorities.

Why choose WZ Partners for HR & Payroll in Poland

Local expertise, not a lengthy process

Global platforms treat every question as a case to escalate. We know Polish regulations firsthand – social security (ZUS), Labor Inspectorate (PIP), tax rules – and give you straight answers without turning simple matters into expensive, drawn-out processes.

You get clarity, not billable hours for basic compliance questions.

Compliance handled – including audits

ZUS and Labor Inspectorate audits happen. When they do, we’re there – physically present, representing your company, handling documentation in Polish.

You stay focused on your business. We handle the paperwork, the deadlines, and the conversations with authorities.

Work permit support for non-EU employees

Hiring non-EU talent for your Polish team? We manage the legalization process: work permit applications, documentation, and ongoing compliance monitoring.

One partner handling employment formalities from day one.

Trusted by international teams in Tech, Manufacturing, Life Sciences, and Retail. 90% of our clients stay with us for 3+ years – and 55% have worked with us for over a decade.

OVER 25

Employer portals serviced for over 1,200 employees

200

Onboarding procedures handled

125

automated reports delivered monthly to client inboxes

Independent data centers where we store data in parallel in the highest security standards

That’s how much PLN you’ll pay for purchasing licenses for the applications we provide

Modern approach to HR & payroll outsourcing

Our services are an opportunity to introduce effective processes and tools that truly support your company’s development. We will support it in building the image of a modern employer with high employment standards. What actions do we mean by this?

Online onboarding online

We ensure that the beginning of employment of a new team member and the onboarding process takes place according to proven and effective standards. We help implement processes that reduce the number of paper forms. We help manage employment using modern tools and processes in online form. At the same time, we ensure compliance with regulations and data security.

Contract signing process using e-signatures

Questionnaires and declarations in online form

Organizational structure and key regulations available in Intranet

Employee panel

We implement and provide an employee panel – an online application accessible through an individual employee account both in web form and dedicated mobile application. All key employment management processes in the employee <-> supervisor relationship are carried out fully electronically. More details about the functionalities available within the Comarch HRM application can be found here.

Personal account accessible via web and mobile application

Absence management and online request submission

Declarations and certificates available for download directly from the panel

Implementation of e-Files

We begin comprehensive HR and payroll services with a personnel file digitization process. This is secure and compliant storage of documents in the form of e-files. We then supplement external HR and payroll services with secure maintenance of personnel files in electronic form along with a back-up service as a guarantee of data security.

Completeness verification

Conversion to digital form

Confirmation of compliance

Intranet

Important announcements, regulations, rules – all notices that, according to applicable regulations, the employer must familiarize employees with, we handle online. We administer the intranet in the employee panel and Comarch HRM application. We help easily and quickly avoid serious consequences of informational negligence.

Documents for download

Links to websites

Filtering by positions, areas and dates

Automated reporting

Modern payroll services in our interpretation mean independent and reliable access to quality data. Depending on needs, we configure reports in any layout, offering their automation according to an agreed schedule. Accounting departments receive from us a payroll list in a format that allows them to directly post it in their financial and accounting software.

Reports designed in BI tool

Automatic email dispatch according to the agreed schedule

Payroll lists in format compliant with accounting department requirements

Case studies

Our fruitful cooperation with Clients is not only competencies, but also technologies. See our case studies of just a few selected projects where we combined knowledge, experience and IT.

New HR standards in a network of facilities
– pharmaceutical industry holding

Industry and challenge

Pharmacy industry and a network of facilities with several dozen locations. Employment scale is over 700 people in various locations in Poland. Servicing an entity of this scale requires infrastructure, experience and flexibility.

Key challenges

Employee documentation was incomplete and disorganized. Errors in payments were revealed every month, causing frustration in the team. Onboarding processes for new employees were disorganized and inefficient.

Our solutions

• We shortened the onboarding process from 14 days to 1 by introducing proprietary applications.
• We implemented an online employee panel, improving, among other things, the absence reporting process.
• We launched the Intranet zone to more effectively communicate the most important changes in procedures.
• We implemented e-Files for several hundred people, eliminating the workflow and archiving of paper documents.

Joint success

Thanks to our proprietary solutions and applications integrated with ERP, we implemented modern procedures. Our payment process eliminated errors that regularly occurred before we took over the service.
Modern HR in a training project
– foundation implementing a public grant

Industry and challenge

Renowned Foundation implementing a project co-financed from public funds. Challenge: recruitment of over 40 specialists for a 3-month training project in extremely short deadlines. Project service required infrastructure, experience and operational flexibility.

Key challenges

Traditional HR methods based on individual contact with each person and paper circulation would be inefficient in this case. Grant projects require precise deadlines and detailed documentation – each day of delay means risk for the entire grant.

Our solutions

• We designed an integrated contract signing process through dedicated online applications.
• We implemented online onboarding eliminating the need for individual meetings.
• We launched an e-document system accelerating archiving compliant with grant requirements.
• We handled the full payroll process for all project participants.

Joint success

Project completed on time according to the grant schedule. All specialists received correct settlements, and documentation was prepared in accordance with the grantor’s reporting requirements.
Digitization of Employee Files
– e-Folder Project

Industry and challenge

An employer from the service sector with over 40 employees maintained employee files almost exclusively in paper form. To reduce archiving costs and streamline access to key HR data, we proposed comprehensive implementation of the e-Folder project: transferring documents to a digital archive compliant with labor law regulations.

Key challenges

The Client had no dedicated person assigned to HR administration. The scope of documentation was very extensive: over 2,000 pages of documents required digitization. We had to execute a project that would minimally engage the Client’s resources.

Our solutions

• We organized the employee files, preparing them for the scanning process.
• We digitized them in accordance with regulatory requirements.
• We made the completed e-Folders available in the Comarch HRM application.
• We developed and implemented a new system for employee documentation workflow..

Joint success

The Client no longer incurs paper archiving costs and has access to e-files from anywhere in the world. All new documents are archived within the process we developed and immediately go to the appropriate e-Folders.

Testimonials

90% of our clients stay for 3+ years. Here’s why. Real feedback from finance leaders managing Polish operations.

WZ Partners and the cooperation with their team has given us the opportunity for stable development of our branch in Poland. They successfully carried out the migration from Symfonia to SAP B1.
As a listed group, we have strong requirements in terms of reporting quality and deadlines – Monthly, Quarterly, Yearly – and WZ Partners has met them with a high level of professionalism. They have earned our trust, reason why we also decided to use their payroll services.
Poland is a country of dynamic tax changes, with WZ Partners we are confident.

Mapenda Fame

Vice President Finance and Administration, EMEA
LECTRA
Fashion, automotive and furniture industries
We recently started working with WZ Partners as our new accounting partner and have been very pleased with the collaboration. The transition from our previous accountant was smooth, and the implementation of the Saldeo system was handled efficiently. Their team provided excellent support throughout our year-end closing and audit process. Overall, WZ Partners deliver high-quality, professional service that we can confidently recommend.

Thibaut Duboccage

CFO
POC
Real estate
Azelis Poland has been cooperating with WZ Partners since 2013 in the area of HR services. Over these many years, regardless of our cooperation model and the structure of our HR department, WZ Partners has always provided professional support in payroll processing, onboarding initiation, HR documentation management, as well as legal and Company Social Benefits Fund consultations. We value their reliability, flexibility, and substantive approach to even the most challenging matters. We definitely recommend this cooperation!

Aleksandra Darmosz

HR Manager
Azelis Poland
Life Sciences & industrial chemicals
At LOCON, we have been collaborating with WZ Partners for many years. What we value most is flexibility. We are a dynamically growing medium-sized organization, and new issues requiring expert advisory often arise. WZ Partners supports us in accounting matters, ERP and BI services, tax areas, and cooperation with auditors. They not only react to what has already happened but advise on what to improve and actually support change processes. On behalf of LOCON, I recommend cooperation with WZ Partners.

Paweł Biadała

CEO
LOCON
We began our collaboration with WZ Partners in 2022 based on a recommendation we received. We have not been disappointed. Work is completed on time and accurately, and settlements with ZUS and US are handled without any issues. We can count on support that goes beyond routine activities. Thanks to WZ Partners’ commitment to digitalization and process optimization, we have streamlined many of our HR operations.

Maciej Kaczmarek

Managing Director Administration
Grenkeleasing Sp. z o.o.
Financial services
Polskie Stowarzyszenie Ochrony Roślin has been working with the WZ Partners team since 1997. Such a long-lasting relationship is no coincidence. For our Association, this is a strategic partnership that combines competence and trust. We have access to modern solutions such as document workflow systems and engaged experts. The ability to work closely and maintain direct contact with Mr. Bartosz Zaborowski and his team gives us not only confidence in our financial security, but also allows us to respond quickly to changes.

Małgorzata Bojańczyk

CEO
Polskie Stowarzyszenie Ochrony Roślin
NGO
With WZ Partners, we’ve evolved from a VC/angel-backed technology start-up, through R&D grant implementations, to becoming part of an international organization listed in Copenhagen. WZ Partners has supported us at every stage, tailoring processes to our changing requirements. We’ve implemented a comprehensive CFO suite: electronic document workflow, ERP with warehouse management, financial controlling, IFRS group reporting, and BI tools. I recommend WZ Partners to both start-ups (establishing the right processes early facilitates scaling) and mature companies (proper reporting and controlling enhance decision-making agility and financial performance).

Wiktor Budziosz

CFO
Shape Robotics
EdTech
Apteki Centrum Zdrowia (Aquapharm and Apteopharm companies) have had the great pleasure of working with WZ Partners for several years. We receive comprehensive support in both Labor Law matters and broadly understood accounting services. The quality of communication and speed of process execution are at the highest level. The cooperation always presents itself in a partnership-based, reliable, and professional manner.

Karol Biskup

Director of Pharmacy Operations
Apteki Centrum Zdrowia
Pharmaceutical Products Retail Network
We started working with WZ Partners from the very beginning of the company’s establishment, and this decision proved fundamental for Skriware. Their knowledge, experience, and commitment successfully guided us through successive funding rounds. This is invaluable support for a founder. After 10 years, we continue our fruitful collaboration, now as part of the international Shape Robotics group.

Stefan Stankiewicz

CTO, Founder Skriware (ob. Shape Robotics Poland)
Shape Robotics Poland S.A.
EdTech

HR and payroll outsourcing along with accounting services

Along with HR and payroll services, you can also take advantage of comprehensive accounting outsourcing service.

Within its framework, you can entrust us with comprehensive management of your accounting books, in an equally modern edition. We provide services from both these areas on the same software: Comarch ERP Optima.

Thanks to this, both financial data and HR and payroll data are integrated within one database and mutually linked. This facilitates access to the most important data, which we can report for you directly from the BI application.

Scope of payroll service and HR and payroll outsourcing

Taxes, social insurance, labor law and all other regulations directly related to employment receive the highest degree of attention within our payroll outsourcing service. We invite you to review the list of selected HR and payroll services that we offer as an external company effectively supporting employers and their employees.

Selected HR & payroll services

Preparation of monthly employee payroll lists,
preparation and submission of registration and settlement declarations to Social Security,
PPK service,
settlement of employee business trips,
submission of declarations to the Tax Office,
preparation for the Statistical Office of reports on employment and employee salaries based on available data,
preparation of declarations to PFRON,
informing about tax and contribution liabilities,
payroll list made available according to accounting department requirements,
preparation of annual declaration on collected PIT tax advances,
maintaining personnel files in the form of e-files,
preparation of employment contracts based on the Labor Code and Civil Code,
preparation of employment certificates,
preparation of salary certificates,
maintaining comprehensive records in the HR and payroll system,
preparation of reports and summaries from the payroll or HR area.

Contact us

Comarch HRM Platform

As part of payroll services, we offer your teams access to the Comarch HRM platform. This is a modern online application for management and communication between supervisors and employees. During cooperation, you can use all platform functions, regardless of service type.

The employee panel not only streamlines the flow of information and documents, but supports building the image of a modern employer. High expenses for software purchase and implementation are not required. The application is easy and user-friendly.

Comarch HRM is not only functions related to the payroll area and a tool administered exclusively by an external company. You can use the application to manage training, create employee evaluation processes or manage recruitment processes.

Comarch HRM functionalities – HR & payroll

Individual employee accounts
Access to the application via www or mobile application.
Working time records
Reporting absences and leave requests
Business trip module
List of employees with qualifications
Intranet
Employee evaluation
Training
Recruitment
Sending to individual user accounts documents related to their salary calculation: PIT declarations, pay slips, salary certificates with electronic signature
Direct data integration with the payroll calculation program: Comarch ERP Optima

FAQ – Frequently Asked Questions

1. What does HR & Payroll outsourcing with WZ Partners include?

We handle the full scope of payroll and HR administration: monthly payroll processing, social security (ZUS) and tax filings, employment contracts, employee files (e-Files), and HR reporting. Your employees get access to an online portal with pay slips, leave requests, and HR documents. You get a dedicated contact person who knows your company — not a ticket queue. We also support work permit applications for non-EU employees and represent your company before Polish authorities (ZUS, Labor Inspectorate, Tax Office) when needed.

2. How is WZ Partners different from global EoR platforms?

Global platforms give you standardized processes and a ticket system. We give you a local team you can call directly. When Polish regulations change — and they change often — you get a straight answer the same day, not an escalation to a “local expert” you’ve never met. When ZUS sends an audit notice, we’re physically there, handling the documentation in Polish. That’s the difference between a platform and a partner. Same compliance standards, better communication, more flexibility.

3. Can you help us hire our first employee in Poland?

Yes. Whether you have a Polish entity or not, we’ll guide you through the process: employment contract structure, social security registration, tax setup, and employee onboarding. If you’re hiring non-EU talent, we handle work permit applications and legalization procedures from day one. One partner for the entire employment journey.

4. What if we already have a Polish entity but no local HR team?

That’s exactly the scenario we’re built for. We become your HR department in Poland — handling payroll, employee files, compliance, and communication with authorities. Your employees get a local point of contact for HR questions (in Polish), while you communicate with us in English. Over 90% of our clients are international companies with Polish operations and no dedicated local HR.

5. How do you handle ZUS and Labor Inspectorate (PIP) audits?

We handle them for you. When an audit notice arrives, we prepare the documentation, coordinate with authorities, and represent your company on-site. You stay focused on your business. In our 33 years of operation, we’ve supported clients through dozens of audits. We know what inspectors look for and how to prepare.

6. Do you support work permits for non-EU employees?

Yes. We manage the full legalization process: work permit applications, required documentation, submission to authorities, and ongoing compliance monitoring. If regulations change or a permit needs renewal, we handle it proactively. This is especially relevant for Tech and IT teams hiring talent from outside the EU.

7. What employee portal do you provide?

We provide access to Comarch HRM — an online platform with web and mobile apps. Employees can view pay slips, submit leave requests, access HR documents, and complete onboarding forms digitally. Supervisors can approve requests, track absences, and access team data. The platform integrates directly with our payroll system, so data flows automatically without manual entry.

8. How long does it take to start working with WZ Partners?

We begin onboarding the day after signing the contract. A typical implementation takes 2-4 weeks, depending on the complexity of your setup and the volume of employee files to digitize. If you’re in an urgent situation — for example, your HR person just left — we can accelerate the process and ensure payroll continuity.

9. Can you also handle our accounting in Poland?

Yes. We offer full accounting outsourcing alongside HR & Payroll — same systems, same team, integrated data. Your financial and payroll data sit in one database (Comarch ERP Optima), which simplifies reporting and eliminates reconciliation headaches. Many of our clients start with one service and expand to the other when they see the benefits of working with a single partner.

10. What industries and company sizes do you typically work with?

We support international companies across Tech, Manufacturing, Life Sciences, Retail, Financial Services, and Logistics. Our clients range from startups hiring their first employee in Poland to multinational groups with local teams, as well as Polish companies with 500+ employees. What they have in common: they need a partner who understands Polish regulations and delivers reliable, modern HR operations.

11. How do you handle sensitive payroll data?

We store data in three independent data centers in parallel, following the highest security standards. Employee files are maintained as e-Files in compliance with Polish labor law. Access is restricted to authorized personnel, and all data transfers are encrypted. We’ve been handling sensitive payroll data for 33 years — security is built into everything we do.

12. What does “representation before Polish authorities” actually mean?

It means we act on your behalf when dealing with ZUS (Social Security), PIP (Labor Inspectorate), and the Tax Office. If there’s an audit, a request for documentation, or a dispute — we handle the communication, prepare the paperwork, and attend meetings in person. You don’t need to hire a local representative or navigate Polish bureaucracy yourself. That’s our job.

Offices in Warsaw and Poznań

We invite you to our offices to learn more about HR and payroll services in Poznań and Warsaw. A meeting with our specialists to discuss payroll services is also possible remotely – just go to the contact tab, where you will find all the necessary information.

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Na zdjęciu widać dwoje dorosłych osób w biurze. Główna postać to kobieta o ciemnych, krótkich włosach i w okularach w czarnych oprawkach, ubrana w czarną koszulę, która siedzi za biurkiem i przegląda dokumenty w segregatorze. Druga osoba stoi przed biurkiem i jest widoczna z tyłu, a jej twarz pozostaje niewyraźna. Biuro jest jasne, z dużym oknem w tle, przez które wpada naturalne światło.

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