Every client's monthly tax figures, generated by the Agregator Podatkowy

The challenge

The first module, ZUS and PIT-4, was only the beginning. The real challenge was the rest of the taxes. Every month the accountant opened one program after another, read off each client's VAT, CIT and PIT figures and retyped them into emails. With ~200 clients this was the heaviest part of the month, more time-consuming than the contributions alone.

Tax has more variants than ZUS. VAT can land three ways: payable, carried forward, or refunded. On top of that come the PIT types (scale, flat, lump-sum), CIT calculated cumulatively, and corrections that can resurface half a year later. Each variant is a separate amount to read from the right field and retype without error.

• About 48 hours a month just reading and retyping figures, roughly twice the ZUS and PIT load.
• Three possible VAT outcomes and combined declarations, each to the right client and the right field.
• Corrections scattered over time, to be found and flagged months later.
• These figures go to the tax office, so a single typo costs more than the retyping itself.

The solution

We extended the tool that already handled ZUS and PIT, our Agregator ZUS+PIT (a separate module, about 300 hours a year). The same desktop app, now Agregator Podatkowy with a second module, handles every company whatever its tax regime and legal structure, from lump-sum to full corporate bookkeeping. It reads the figures straight from the firm's accounting software: WAPRO Fakir for full bookkeeping and WAPRO Kaper for the revenue-and-expense ledger. The data goes to an n8n workflow that assembles the draft emails, each with the correct figure and addressed to the right person.

1. The accountant opens the Agregator Podatkowy and picks the scope: all clients, VAT only, CIT only, PIT only, or individual declarations.
2. The app reads the figures from WAPRO Fakir and Kaper for the chosen period and shows them for review.
3. Once the accountant clicks Generate, the data goes to an n8n workflow that matches each client to an address and builds the email with the figures.
4. The email is created as a draft in the mailbox and isn't sent. Every draft is logged, so the same company won't get two emails for the same period.
5. A sheet shows the firm which drafts were created and where data is missing.

The figures are color-coded, the same as with the contributions, with one addition. Payable is red, carried forward is blue, and the new one, VAT to be refunded, is green. The tool handles the situations that are easiest to get wrong by hand: VAT carried forward and refunded in one email, combined declarations (VAT with CIT, or VAT with PIT), quarterly VAT alongside monthly, and, for a limited partnership, the same amounts to several partners.

Corrections are handled separately. They are created as new declarations, sometimes half a year after the original, so the accountant picks the period and overrides the duplicate block to send it. That email opens with a correction note at the top, so the client immediately knows the data has been updated.