Every company, regardless of the type of services provided, must have a registerd address. Long-term space rental is not always a good solution, especially in the case of freelancers, start-ups or remote teams. It is possible to register the company at an apartment address, however while choosing this option, you must take into account the risk of adverse effects on the company’s image and the need to constantly handle correspondence on your own. Beginnings of developing your own business are difficult. Thriving businesses need support. With this in mind Virtual office service has been created.

What is a virtual office? Buying the Virtual office service you get to register your company address at the address of the virtual office. What’s more, in a package you get a professional handling your company’s correspondance whithin which your mail is collected by our Virtual office stuff and the information about it is sent to you via e-mail.

The registration of the company at the address of the virtual office is gaining popularity. It is a great solution for freelancers, limited liability companies, commercial law companies (general, limited partnerships), departments of foreign companies, and specifically for:

entrepreneurs
freelancers
copywriters
headhunters
start-ups
people working remotely
people who live abroad but want to have the Polish address of the company.

How to set up your own virtual office? In the case of IdeaPlace, you have to conclude an agreement for office services which include registration and handling correspondence along with optional access to other additional services that you can use when you need to. This is a particularly advantageous solution if you want a prestigious company address, you want to avoid the costs of long-term rental of office space that is not used on a daily basis or you are not at the place of business.

It is worth noting that the Virtual office service has much more to offer than the registered address for a company itself. Virtual office is also a comprehensive support for renting coworking spaces, training and business rooms, or office spaces, which you use only when you need to and pay for the services that you actually use.

Virtual office for Start Up projects

A virtual office is a perfect and very popular solution among start-ups which work completely remotely, are just starting to build their team and renting space permanently is an unnecessary burden or do not have sufficient resources to invest in their own space. A flexible, contract with no hidden costs will optimise your costs and ensure a problem-free cancellation or expansion of our service when needed.

Registering a company at a virtual address in the case of start-ups is also a beneficial action for an image of a company, which is crucial when starting a business. The prestigious address increases the credibility and professionalism of the business registered under it. In the case of the IdeaPlace Virtual office, it is Wrocław market square, i.e. the heart of buisiness meetings and opportunities, a place in a great location which you can easily access by car or public transport.

WHY IS A VIRTUAL OFFICE A GOOD SOLUTION TO GET STARTED?

Starting a company is always associated with a large number of time-consuming and expensive administrative tasks. This is why a virtual office is a convenient start-up solution for young entrepreneurs. Additional services, such as assistance in registering the company, handling correspondence or providing office space, make the use of a virtual office not only cheaper, but also comfortable. Support in current affaires covers such a wide range of responsibilities that there is no need to hire an additional employee while using our services.

A huge advantage when using a virtual office while starting a business is a shared space, which you can use to organise business meetings.

What projects are virtual offices dedicated to?

Currently, more and more companies base their activities on the implementation of specific, individual projects. Flexibility of our Virtual office service makes this option worth considering in the case of non-recurring and short-term projects. Using a Virtual office service for a given project not only reduces costs, but also provides administrative support from qualified employees.

Virtual offices are dedicated among others to companies created for EU projects. When applying for co-financing of European Union projects, the entrepreneur is very often required to indicate the residential infrastructure before receiving financial support. In such a case, renting an office permanently is not only unprofitable, but also often impossible. With the help come virtual offices, in which an inspection for the purpose of co-financing the project can be done without any problems. Our employee will help to complete the necessary documentation and all administrative and organizational matters.

SEASONALITY OF BUSINESS IN THE CONTEXT OF A VIRTUAL OFFICE

Seasonality of services is a characteristic phenomenon for many industries. Increased interest in a particular business may be caused by an ongoing promotion that encourages you to take advantage of the service for a limited period of time, or when the demand for a given service occurs only at certain times of the year. In the case of an accountant, it may be, for example, an accounting period when customers are looking for professional support offhand.

Using a Virtual office service when you run a seasonal business may be a good solution in two cases. The first one is when we don’t need an office space all year round, and renting it would generate unnecessary expenses. The virtual office may also be a good solution when the increased interest in the service increases the frequency of customer visits, and this leads to disrupting the rhythm of work of the rest of the team. Then, it is worth taking an interest in a virtual office and consider having meetings in it.

TYPES OF PROJECTS WHICH USE VIRTUAL OFFICES

The complexity of the service and additional business activities that are a virtual office helps with, make representatives of various industries use our services. They carry out all kinds of projects, such as:

start-ups and businesses in the initial phase of the company’s or business activity development

seasonal, short-term or non-recurring realizations
companies based abroad, but the project team is in Poland
projects co-financed from the European Union budget
all businesses looking for comprehensive support when setting up a company.

Virtual office for individual business projects

A virtual office is recommended especially for those entrepreneurs who cannot afford to rent the entire space or who do not need a permanent work place. Therefore, a virtual office is a perfect solution for people from the IT industry working full-remote and for copywriters or freelancers executing orders. It is an excellent service for all those who care about a professional image, which is much more difficult to achieve in the case of conducting a business registered at home.

It is worth mentioning that qualified employees of the virtual office are ready to help freelancers – from registering the company to handling correspondence, filling in applications, preparing documents and invoices. In the case of individual business projects, a virtual office ensures that all administrative matters will be dealt with professionally, accurately and reliably.

VIRTUAL OFFICE – THE PERFECT PLACE FOR BUSINESS MEETINGS

Most virtual offices, like those offered by IdeaPlace, provide customers with fully equipped offices and conference rooms that are adapted for meetings and training. Inviting the customer to a modern space located at a prestigious address in the very centre of the city gives you a possibility to present yourself from a professional side. Offices are so discreet and comfortable that you can organise meetings online or in larger groups of several people.

Importantly, it’s up to you to schedule a meeting. The Virtual office service will ensure that the place is prepared so that all participants of the meeting feel comfortable in it.

VIRTUAL OFFICE – A COMFORTABLE SPACE FOR YOUR BUSINESS

In the case of a virtual office, the address for registering a company and handling correspondence is only an introduction to successful and long-term cooperation, which includes many comprehensive services. The space made available to entrepreneurs as part of the virtual office service is a place created for comfortable working, business meetings, coworking or training.

IdeaPlace rooms, located in the very centre of Wrocław, are spacious and flexible. They are equipped with multimedia equipment, comfortable seats and desks. Your virtual office has a chance to serve not only as an address to register your company, but also as a place of work, meetings or workshops. The service of the office will take care of all organizational matters, so that you can focus on the development of your business.

Virtual company address – What benefits does it bring?

The virtual address for the company was primarily created to handle correspondence, but it also brings many benefits for the business. Among others: it is great for the company’s image. A company, whose registered office is located at a prestigious address in the business centre of the city, gains credibility in the eyes of potential contractors. It is an ideal solution for small businesses and freelancers where entrepreneurs provide services in person or are just starting out.

Having a virtual address and using our service as a professional mail service is a guarantee that no letter is lost. Employees of the virtual office receive, scan, organize and help respond to correspondence, including the one from the Tax Office.

WHY IS IT WORTH TO HAVE A VIRTUAL ADDRESS FOR YOUR COMPANY?

In accordance with the Polish law, it is not necessary to have an office premises in order to register a business, however, each business must be registered at the indicated address. Registering a company at home is possible, but unfavorable for image reasons and not quite comfortable when we think about the need to handle correspondence. Moreover, if the virtual office service is settled in the B2B model, the entrepreneur may account for this cost in his business. In this respect, registering a company at a virtual address is more financially advantageous than registering it at home.

The virtual address of a company is especially recommended in cases where work requires from us frequent trips and we do not have the opportunity or do not want to physically stay at the place of registration. A virtual address for a company will therefore work for people who do not need a stationary workplace, but only a company registration address. The virtual address is for you, if you work in the field, provide training or travel a lot.

Virtual office – Ideal solution for young entrepreneurs

Having an address for a company registration, support in the field of administration and correspondence, as well as the possibility of using a dedicated space for work and meetings, is a particularly helpful solution for young entrepreneurs who are just starting their business activity. A prestigious address and professional care are factors facilitating a start with your own company. Delegating tasks allows for a 100% focus on running a business and no worries about bills, electricity or any tasks related to the office.

The comprehensive assistance which you receive as part of the virtual office service helps to avoid the need to hire employees right after you decide to register your business. Thanks to this, you optimize costs and save time that you would have to devote to the implementation of new people, such as an assistant or a lawyer.

TRANSFER OF THE COMPANY TO IDEAPLACE

Due to the constantly changing business situation, many entrepreneurs decide to transfer the company to a virtual office. This may be due to changes in the structure of the company, the transition to the model of remote work or the desire to optimize costs. This applies to both companies registered in Poland and those moving to Poland from abroad.

Moving the company to IdeaPlace is a process that requires a professional approach to the subject and properly prepared documentation, especially in the case of foreign companies. IdeaPlace administrative support, where you receive accounting and legal assistance, may be necessary.

VIRTUAL OFFICE AND THE TAX OFFICE

A virtual office and a tax office is an issue that is of particular interest to entrepreneurs. Please note that the company registration address determines which tax office your company will be subject to. This is another proof that it is worth betting on a prestigious address in the city centre. In the case of IdeaPlace, it is the Wrocław – Stare Miasto Tax Office, Inowrocławska Street 4, 53-654 Wrocław.

One of the most frequently asked question is about the issue of a virtual office and VAT. Namely whether, due to the need to verify data by a tax official, the registration of a company for VAT may be a problem. According to the Polish law (in accordance with Article 96(4a) of the Act on value added tax), the head of the tax office may refuse to register for VAT only if:

the particulars given in the registration are incorrect,
the entity does not exist,
despite the documented attempts made by the head of the tax office, it is not possible to contact this entity or its representative,
the entity or its representative does not appear at the request of the head of the tax office.

When the entity acts legally and remain in contact with the tax office, there are no grounds for refusing registration, so entering the address of the virtual office when filling in the VAT-R form cannot be the only reason for refusing to register the company for VAT.

A virtual office therefore provides a valuable support for the business and is a service worth considering in the case of business activities from almost any industry.

Monika