Accounting for Allegro stores – how to properly settle sales?

It’s not about just “putting something into Excel” and hoping it all adds up. It’s about managing your accounting reliably, in compliance with regulations, and in an organized way. Properly conducted Allegro accounting is not only about fulfilling obligations to authorities, but above all, supporting everyday business management. Order in your documents means less stress, greater control over finances, and peace of mind – both during regular settlements and potential tax inspections.

In this article, we’ll show you how to handle Allegro sales accounting step by step – without complicated jargon, but with practical tips.

We’ll cover the most important obligations, let you know when you need to register for VAT, how to issue invoices, and what to do if you sell to other EU countries. We’ll also throw in a few pro tips on how to simplify the whole accounting machine with automation and the right tools.

If you want clarity in your settlements and peace of mind, stick with us. Whether you’re just starting out or already running a developed store on Allegro – this knowledge will really come in handy.

When do you need to register as a VAT taxpayer?

If you’re selling on Allegro and your turnover is growing month by month – congratulations! Business is booming. But the more you sell, the closer you get to an important tax threshold that you definitely need to be aware of – we’re talking about the annual turnover limit of PLN 200,000. And now the key question: what exactly does this mean?

The PLN 200,000 threshold – what is it all about?

This threshold is the limit beyond which you are required to register as a VAT taxpayer. Simply put: if over the course of a calendar year (i.e., from January to December) your revenue from Allegro sales exceeds PLN 200,000, the tax office expects you to join the ranks of VAT payers.

Important!

What counts is total turnover, meaning gross sales value, not your net profit. So if you’re selling products for a total of PLN 16,700 per month, then by the end of the year you’ve already exceeded the limit. And that’s when you need to act.

Exceptions – when do you need to register earlier?

Some industries have it a bit tougher – in these cases, Allegro accounting requires attention from the very start. For example, if you’re selling jewelry, perfumes, electronics, or other “sensitive” goods, the obligation to register for VAT may apply from your very first sale, regardless of your turnover level.

This is because these sectors are under special scrutiny from the tax authorities – unfortunately, they are sometimes used in various illegal schemes. So even if you’re just starting out, it’s worth checking whether your assortment appears on the “suspicious” goods list.

What does VAT registration look like?

The process itself is not particularly complicated, however – as is often the case when dealing with public administration – it requires completing the necessary formalities and submitting the required documents. To register as a VAT taxpayer, you must submit the VAT-R form to your local Tax Office. This can be done:

• in person at the office,
• via ePUAP (i.e., electronically),
• or through an accountant – if you work with an accounting office.

After submitting the application, the office should register you as a VAT taxpayer within a few business days. You will receive confirmation of your registration entry, and from that moment on, you are required to:

• add VAT to your prices,
• issue VAT invoices to your customers,
• and submit monthly or quarterly VAT returns.

What if you exceed the threshold and do nothing about it?

Well… the tax office isn’t a fan of surprises. If you’re selling on Allegro and continue to ignore VAT despite exceeding the threshold, you could face serious consequences.

We’re talking about paying overdue taxes with interest, the possibility of fines, and even the risk of a tax inspection — something that can ruin not just your day, but your entire week.

That’s why it’s definitely better to keep your finger on the pulse, monitor your turnover, and act early — before things really start heating up.

Invoicing – how to document sales on Allegro?

Selling is one thing, but the formal and accounting matters are an entirely different part of running a business – often less liked, but equally important. Although many entrepreneurs would gladly minimize “paperwork” to the bare minimum, it cannot be completely avoided. The good news is that with the right approach and tool support, Allegro accounting can become a simple, transparent, and manageable process. Let’s start with the most important basics.

Do you have to issue invoices to every customer?

It depends. If you run a business (which is usually the case when selling regularly on Allegro), you are obliged to issue invoices upon the customer’s request. This means that if a buyer asks for an invoice – you must issue one, even if it’s a private individual.

In the case of business customers who provide a VAT ID number, the matter is straightforward – an invoice is always required.

What information must be included on an invoice?

If you’re issuing an invoice, it should be prepared in accordance with applicable regulations. For the document to be valid and legally binding, it must include specific elements required by law:

• invoice number (maintaining sequential numbering is essential),
• date of issue and date of sale,
• seller’s details (your business: name, address, VAT ID),
• buyer’s details (full name or company name, address, VAT ID if applicable),
• name of the product or service,
• quantity and unit price,
• net value, VAT rate and VAT amount (if you are a VAT payer),
• gross amount.

Sounds like a lot? Fortunately, this can be automated.

Integration with Allegro – how can it help?

At amavat, we understand that accounting for Allegro sales can be time-consuming, especially when there are many orders. That’s why we offer integration with Allegro, which allows you to import sales data directly from your seller account. It’s a major convenience – no need to manually re-enter data, check order numbers, or gather customer information.

Thanks to the integration:

• you get quick access to data needed to issue invoices,
• you avoid errors resulting from manual data entry,
• you can more easily organize sales documents in one place,
• and the entire collaboration process with accounting runs more smoothly.

This is a solution well-suited to the needs of both smaller sellers and those running larger-scale operations.

For many sellers, it’s the first step toward professionalizing their business. Because Allegro accounting doesn’t have to be a hassle – all it takes is the right tools and a bit of automation.

How to settle income and taxes from sales?

Successful selling on Allegro isn’t just about well-crafted listings and efficient customer service. An equally important aspect of running an online business is the proper settlement of income and tax liabilities. Even with a high volume of orders and increasing sales results, this part of the business cannot be overlooked – because transparent and legally compliant Allegro accounting gives you a solid foundation for future growth.

When and how to report income to the Tax Office?

That depends on the form in which you run your sales. If you have a registered business, you are required to regularly report your income. Most often, you do this:

• monthly or quarterly – depending on your chosen tax scheme (e.g., flat tax, lump sum, tax scale),
• and once a year – in your annual tax return (PIT-36, PIT-36L, or PIT-28).

In each of these forms, income from Allegro must be included, so it’s essential to keep a well-maintained sales record. This is where Allegro accounting plays a key role – if everything is organized, reporting income is a mere formality. If not… things get complicated.

It’s also important to remember to account for costs – such as Allegro commissions, shipping expenses, purchase of goods, etc. These are the elements that affect your actual income, which is used to calculate tax.

And what if I don’t have a business and only sell privately?

In some cases, it’s possible to sell without registering a business – for example, when occasionally selling used items like books, clothes, or household equipment. Such activity is not considered a business, as long as it’s not carried out in a continuous, organized, and profit-oriented manner.

According to Article 3 of the Act of March 6, 2018 – the Entrepreneurs’ Law, business activity is defined as:
“organized gainful activity conducted in one’s own name and on a continuous basis.”

So, if your Allegro sales take the form of repetitive actions – listing similar items, using ready-made descriptions, handling returns, issuing invoices – the tax office may conclude that you are indeed conducting business activity, even if it hasn’t been officially registered. This may lead to the obligation to pay back taxes, retroactive company registration, and in extreme cases, financial penalties.

Therefore, if your sales activity on Allegro becomes more regular and structured, it’s worth considering registering a business and settling your accounts in compliance with the law. Professionally managed Allegro accounting not only allows you to operate legally but also to manage your business efficiently – without unnecessary risk.

International sales and VAT OSS

Are you selling your products on Allegro and noticing that more and more orders are coming from outside of Poland? France, Germany, the Czech Republic… sounds great, right? Since the internet knows no borders, it’s no surprise that international sales are becoming a daily reality even for smaller shops. And this is exactly where a topic worth your attention comes into play – the VAT OSS procedure.

What is VAT OSS?

VAT OSS stands for One Stop Shop. It’s a European Union procedure introduced to simplify VAT settlement when selling to other EU countries. Instead of registering separately in each country where you ship your products, you can handle everything in one place – in Poland.

Thanks to the VAT OSS procedure, you don’t need to register for VAT in every EU country to which you send your products. You submit a single return in Poland, and the tax office forwards the due VAT to the appropriate member states.

When do you need to use VAT OSS?

If you are selling and shipping to individual customers in other European Union countries, then you are exactly the type of seller for whom this procedure was created.

Previously, different national thresholds applied, but now there is one common limit: €10,000 per year (around PLN 42,000–45,000, depending on the exchange rate). If you exceed this threshold, you must apply the VAT rates of the countries to which you sell. And that’s when VAT OSS becomes not just an option, but a necessity.

What does VIU-R registration and declaration look like?

No worries – you don’t need a lawyer or knowledge of EU tax law. The registration procedure for VAT OSS in Poland involves submitting the VIU-R form to the head of the Second Tax Office of Warsaw-Śródmieście (as this is the office handling OSS in Poland).

You can do this electronically via the e-Tax Office. In the form, you provide your company’s basic details and indicate that you wish to settle VAT under the OSS scheme.

What happens next?

• After registration, you submit quarterly VAT OSS declarations – also electronically.
• In the declaration, you report sales to specific countries and the VAT calculated according to the applicable rates in those countries.
• The Tax Office then forwards this VAT to the respective EU member states.

All of this may sound complicated, but settling Allegro sales through VAT OSS doesn’t have to be stressful – especially if you have accounting support that knows the process inside out.

Automation of accounting processes – why is it worth it?

Running a store on Allegro is not just about listing offers and packing parcels. It also involves a wide range of administrative responsibilities: invoices, sales records, VAT, JPK files, monthly settlements… The list can grow faster than the number of orders.

That’s why more and more sellers are turning to automation and integration of accounting processes, which significantly streamline daily operations. And since Allegro accounting can be quite specific, it’s worth choosing solutions tailored to its unique needs.

What are the benefits of automation and integration?

➜ Time savings
With a high volume of transactions, manually issuing invoices or retyping data becomes a task that takes hours. By integrating with an accounting system, sales data is automatically retrieved from Allegro – which can cut the process time by several dozen percent.

➜ Minimization of errors
Typos, incorrect VAT ID numbers, miscalculated VAT – all of this can lead to issues with customers or the Tax Office. Automatically transferring data from Allegro reduces the risk of human error and ensures accuracy.

➜ Full compliance with regulations
A well-implemented integration allows for the proper preparation of documents for settlements: VAT invoices, JPK_V7 files, and even OSS declarations if you engage in international sales. All this is in line with current tax authority requirements.

➜ Better financial control
Having your sales data in one place allows you to analyze revenue, margins, and profitability faster – enabling more accurate business decisions. You gain a clear view of how your Allegro sales accounting looks in real time.

Automation doesn’t replace common sense or a good accountant, but it can take a significant load of operational work off your shoulders. If you care about an efficient, legally compliant, and modern approach to running your store, integrating Allegro accounting is a direction worth pursuing.

Summary and checklist for Allegro sellers

Selling on Allegro is a great way to grow your own business – flexible, scalable, and full of opportunities. But to make sure everything runs smoothly (and you can sleep peacefully at night), it’s worth setting up solid Allegro accounting from the very beginning.

Your checklist – step-by-step Allegro sales settlement:

✅ Check if you need to be VAT-registered
If your annual turnover exceeds PLN 200,000 or you sell products that require earlier registration (e.g., jewelry), it’s time to submit the VAT-R form.

✅ Ensure proper invoicing
Issue invoices upon customer request (or mandatorily, if the buyer is a business). Make sure the documents contain all legally required information.

✅ Keep up with settlements with the tax office
Regardless of whether you operate under the tax scale, flat rate, or lump sum – income from Allegro must be included in your filings.

✅ Selling abroad? Register for VAT OSS
If your intra-EU turnover exceeds €10,000, settle under the OSS procedure. We can assist with the VIU-R form and filing your declarations.

✅ Connect Allegro with your accounting system
Integration with Allegro allows you to automatically pull sales data, generate documents, and prepare settlements – without tedious manual entry.