You run personal training as a sole proprietorship (JDG) in Poland — and the paperwork questions start long before the first invoice. Do you bill the gym, or does the gym bill you? Do clients pay you directly for packages? Is your online coaching a service, a product, or both? The answers change what your accounting has to cover, so it is worth describing your setup before choosing how it gets handled.
Oxyok provides JDG accounting: KPiR or ryczałt (the Polish lump-sum regime), VAT settlements, PIT, ZUS and JPK filings, plus invoicing from a mobile app. Tell me how you work and ask what handling your business would look like.
Start with how you actually train
You do not need to know any Polish tax vocabulary to get started. Describe what your clients buy, who you issue documents to, and where your money actually comes from — that is enough for a first useful conversation.
You work under a contract with a gym
Say whether the gym pays you for running classes, or you pay the gym for using its space. If the gym deducts a commission before transferring your money, have the contract and one example settlement statement ready. The full document tells me more than the transfer amount alone.
You have your own clients
Explain whether you sell single sessions or training packages, how clients pay you, and what happens with unused sessions, cancellations and refunds. This is what your sales really look like — I need that picture before we agree how documents will reach me each month.
You coach online
List what the offer consists of: video consultations, an individual plan, ready-made recordings, or access to an app. If you also sell other services or work with clients abroad, say so at the start. "Online training" alone is not a description if it bundles several different products.
What Oxyok's service covers
The service includes keeping KPiR or ryczałt records, VAT, PIT, ZUS DRA and JPK, and issuing invoices from the app. Cooperation is fully remote: you sign the contract online and send documents digitally — a phone photo or a PDF is enough.
Before we start, we agree on what documents you will send, from which month the service begins, and how your specific business model gets settled. If you also want earlier periods cleaned up, mention it in your first message — do not assume that work is part of the monthly service.
What does accounting for a trainer cost?
Oxyok's pricing depends on how many documents you generate per month. When you ask, give an approximate count of sales and purchase documents — and describe your gym settlements, refunds and platform sales if you use any.
Not sure how to count? Write what you issue and what you receive, and ask for confirmation of how the counting works and what the price for your business would be.
Ryczałt or KPiR? Do not start from the rate
On ryczałt, taxable revenue is not reduced by the costs of earning it. So before comparing tax forms, put together a summary of your expenses — hall rental, gym cooperation, equipment, advertising. That list is material for comparing the two regimes, not a list of automatic deductions.
The detailed classification of training services is covered in the guide Lump-sum tax for personal trainers in Poland: PKWiU and VAT. This page is about choosing your accounting service — it does not assign one tax rate to every trainer.
If you take payments directly from private clients, also read Cash register in the Polish JDG. How your sales should be recorded depends on your services and how you accept payment — we will settle that from your actual setup.
What to prepare for the first message
Enough is:
- a short description of your services and how you work with the gym;
- an approximate number of sales and purchase documents per month;
- your current tax form and VAT status, if you know them;
- whether you are just registering a JDG or switching accountants;
- the month you want the service to start.
At this stage, do not send any data about your clients, their health information, or logins to any systems. Detailed documentation comes later, once the scope and the way of working are agreed.
Questions trainers ask before starting
Can I use the service without visiting an office?
Yes. Oxyok runs cooperation remotely: the contract is signed online and documents are exchanged digitally.
Some clients pay me directly and some are settled through the gym. What should I write?
Describe both sales channels separately. Point out who contracts with the client, who issues the document, and whether the gym deducts a commission. Prepare an example settlement to talk through — a bare sum of transfers is not enough.
I issue few invoices but sell a lot of packages. How do I ask for a quote?
Give the document count, and alongside it describe the packages, how you charge for them, and how refunds work. Ask for confirmation of the price and of the documents such sales will need.
Can I ask about moving from my current accountant?
Yes — help with switching accountants is part of Oxyok's described offer. In your message, give the planned takeover month and say whether earlier settlements are already closed. Agree the date and document list before ending your current cooperation.
Let's talk about your business
Write how you run your training and how many documents a typical month produces. Ask about the scope of the service and the price before you decide.
This page is informational. Settling a specific business requires reviewing its documents and the actual scope of its services — everything here follows Polish accounting and tax rules.