Payouts & Finances
You were a VAT payer but didn't invoice us — what now?
5 min read · 5 min
Who this article is for
This article is for property owners in Poland who: operate a sole proprietorship and are active VAT payers, but did not inform Rentujemy of this and did not issue VAT invoices for their payouts. As a result, Rentujemy paid out amounts without invoices and without adding VAT.
Step 1 — Contact us as soon as possible
Write to your Rentujemy property manager. The sooner you report the situation, the simpler the correction process will be. Together we will determine the scope of the period to be settled.
Step 2 — Sign an amendment to your contract
You will need to sign an amendment (aneks) to your rental agreement that formally registers your VAT status and sets out the terms for settling the outstanding period, including any applicable reconciliation fee.
Why backdated invoices cannot be accepted
A VAT invoice's issue date determines which accounting period it belongs to. In Poland, VAT records for each month are submitted electronically to the tax authority via JPK_VAT. Once a period is closed and its JPK file has been filed, any invoice dated within that period would require both you and Rentujemy to file corrective JPK declarations — reopening already-closed months, triggering potential tax authority scrutiny, and creating discrepancies in both parties' accounting records. This is why we require the invoice to carry the actual date it is issued, regardless of which past payout it relates to. The sale date (data sprzedaży) on the invoice correctly identifies the billing month — the issue date must reflect when the document was actually created.
Step 3 — Issuing invoices
Invoices must meet the following requirements:
Issue date: today's date
The invoice must carry the date it is actually issued. We cannot accept invoices backdated to past dates.
Sale date: last day of the billing month
The service/sale date should indicate the last day of the month the payout relates to.
Net amount: marked as paid
The net payout amount should be marked as already paid — Rentujemy paid it previously.
Remaining amount due: 23% VAT
The only outstanding amount is the VAT (23%). Rentujemy will pay this to you after verifying the invoice.
Payout ID on the invoice
Every invoice must include the Payout ID from the Rentujemy system. You can find it in the owner portal next to the relevant payout.
Within 3 months — no charge
Payouts from the last 3 months can be settled without any additional fee. Simply issue invoices for each payout (with the current issue date). After verification we will pay you the outstanding VAT (23%) for each payout.
Older than 3 months — administrative charge
For payouts older than 3 months an administrative charge of 150 PLN net applies per payout reconciliation and VAT disbursement. The terms are set out in the contract amendment. The process works as follows:
Invoice verification
After receiving your invoice we verify that we will actually be able to recover the input VAT (including checking your NIP on the VAT whitelist).
Payment deadline
The outstanding VAT is paid by the 25th of the month following invoice acceptance.
Invoice-by-invoice settlement
We pay the VAT invoice by invoice — not in bulk. Each invoice is verified individually.
NIP verification on the VAT whitelist
Before processing invoices we verify your NIP on the VAT taxpayer whitelist maintained by the Polish Ministry of Finance. Invoices can only be issued for periods during which you were an active VAT payer according to the whitelist. Invoices covering periods before your VAT registration date will not be accepted.
Questions?
Contact your Rentujemy property manager. We will guide you through the entire process step by step.