SMAR Outsourcing

VAT refund can pose a significant challenge in Poland's financial industry. To ensure a swift VAT refund, businesses must meticulously prepare primary documents, accurately record them in the tax accounting system, and undergo off-site (remote) tax inspections after VAT declaration submissions. Additional measures become necessary if certain documents are missing or provided after deadlines. For instance, in cases of tax declaration discrepancies, it is essential to submit corrected information and supporting documents. Delays in submitting the required paperwork result in a postponement of the tax refund process, lasting 4 to 6 months, as dictated by tax authorities' regulations. Consequently, the establishment of a systematic procedure for receiving all required documents on time and with precision is crucial for successfully obtaining monthly tax refunds without impediments.

"We provide clients with easily understandable instructions, regularly updating them. Clients can utilize their accounts within our Enova 365 CRM-system to prepare legally compliant documents, guided by correct procedures," says Maryia Lemiaza, founder and CEO of SMAR Outsourcing.

SMAR Outsourcing, an international business management consultant, excels in strategic business process outsourcing and seeks to establish long-term partnerships to ensure successful outcomes for clients. The company also offers all necessary documents and explanations during off-site inspections to the tax authority, ensuring VAT refunds are received within the legally defined timeframe.

SMAR offers a comprehensive range of BPO services, including accounting, bookkeeping, tax compliance, legal services, financial and tax planning, financial reporting, and business advisory services. In addition to managing accounting and bookkeeping needs, SMAR provides online consultancy during working hours to ensure document accuracy and correct preparation from the outset. To facilitate this support, a messenger platform is utilized, creating a group comprising both clients and specialists. This enables clients to conveniently submit document accuracy queries or seek guidance on the optimal way to sign agreements, receiving responses from human experts with complete knowledge of their current situation, as opposed to automated chatbot responses.

As SMAR Outsourcing ventures into Poland, the company constantly enhances customer interaction and service delivery processes through continuous automation and process robotization. These efforts assist clients in achieving their desired goals. The firm has made substantial advancements in this regard, streamlining its system to improve user-friendliness, enabling clients to experience more efficient and effective services. SMAR is open to the incorporation of key performance indicators (KPIs) into its service level agreement, whether short-term or long-term objectives.

SMAR has implemented cutting-edge technologies to provide clients with a seamless experience. Through the creation of personalized client accounts, individuals can conveniently access all the necessary information. They can make purchases, generate balance sheets and profit and loss statements as the month concludes, and stay effortlessly updated on their tax-related matters. Clients can view declarations submitted to the tax authority and track those being prepared. They can anticipate their eligible tax refund amount, all within their personalized profile. This account enables clients to generate essential documents, including client invoices, eliminating the need for external software or systems like Excel for invoice creation. Access to all necessary numbers is simplified through the account, reducing the need for constant communication with SMAR to obtain revenue or profit information from the previous month. This account is provided to valued clients at no cost, enhancing convenience and accessibility for their business needs.

SMAR has established strong and long-term partnerships with IT companies in Poland, who assist in developing the IT system to streamline processes and ensure continuous improvement. The firm also implements changes to address clients' specific customization needs, with full support from these IT companies to meet those requirements.

Looking ahead, the company plans to expand its services to include accounting, bookkeeping, and tax compliance services in the USA, starting in May of 2024. This expansion aims to better serve clients' needs and offer a comprehensive range of solutions.