The client approached us with a problem: the previous accounting company had set a VAT refund period of 180 days, even though he had upcoming sales and regular ZUS payments the following month. This froze funds that could have been working in the business. The W12 & Wikielson team immediately filed an application for an accelerated refund (25 days), the client received the funds and used them to pay off liabilities and replenish working capital.
Page Content
The Problem and Client's Challenges
Client Profile:
Business Sector
Retail business with regular sales
Business Structure:
Sole proprietor (JDG) or legal entity
Location
Poland
Challenges and Issues:
The client approached us with the goal of getting a VAT refund. His previous accounting company had filed a refund application with the standard 180-day waiting period, meaning a significant amount of money would be frozen for six months. At the same time, the client:
- had planned sales for the following month, requiring working capital;
- had regular mandatory ZUS payments that needed to be covered immediately.
Thus, waiting 180 days would create a cash flow gap and hinder normal business operations.
Specific problems faced:
Frozen working capital
The client's money was sitting at the tax office instead of working in the business.
Risk of cash flow gap
Insufficient funds to cover current expenses (including ZUS) and to purchase inventory for future sales.
Inefficient work of the previous accounting firm
They chose neither the most advantageous nor the fastest route, without considering the real needs of the business.
The Solution by W12 & Wikielson Specialists
We immediately saw an opportunity to speed up the process and give the client access to his own money in the shortest possible time. Our team acted quickly and professionally:
Express audit of the situation
We reviewed the status of the filed declarations and understood that the client was fully entitled to an accelerated VAT refund (25 days rather than 180).
Immediate application for accelerated refund
Unlike the previous accounting firm, we immediately filed an application for a 25-day VAT refund, justifying it under the relevant articles of tax legislation.
Synchronisation with current obligations
We took into account the client's regular ZUS payments and planned for the refunded funds to arrive exactly when the upcoming payments were due.
Communication with the tax office
We handled all interactions with the Urząd Skarbowy, responding promptly to any queries and speeding up the process.
Financial Planning
After the funds were received, we helped the client optimally allocate them between paying ZUS and replenishing working capital for the following month's sales.
Key Results and Figures
Time Frame:
25 days instead of the "standard" 180 days proposed by the previous accounting firm.
155 days of waiting – eliminated.
Financial Results
- Funds returned in full (the VAT amount is not disclosed, but it was significant for the client’s working capital).
- Money received before the urgent ZUS payments were due, allowing the client to avoid penalties and interest.
- Working capital for the following month’s sales – fully replenished.
Operational Benefits
- The client was able to use an “interest-free loan” from the state (his own money, but received earlier) to finance current activities.
- The risk of a cash flow gap when paying ZUS was eliminated. The business continued to operate without interruption or high-interest borrowing.
Achieved Goals:
- The client received his money exactly when it was truly needed – not six months later.
- Tax office interactions were shifted to a business-friendly mode.
Client Testimonial
«Honestly, I didn’t even know you could get a VAT refund faster than six months. The previous accounting firm said: ‘180 days is normal, everyone waits.’ Meanwhile, I had regular ZUS payments and planned purchases for sales. The guys at W12 & Wikielson reviewed the documents and said: ‘No, we’ll do it in 25 days.’ And they actually did it. I received the money, paid ZUS without any delays, and bought inventory for the next month. The difference between an accounting firm that just ‘keeps the books’ and one that thinks about the business’s money is huge. Thank you!»
In a similar situation?
Is your accounting firm offering a 180-day VAT refund? Are you waiting six months for your money while you have ZUS payments, taxes, and growth plans?
The speed of tax refunds is not magic – it’s a matter of the right procedures and expertise. W12 & Wikielson reduces refund times from 180 to 25 days, giving you back your working capital exactly when you really need it.
Contact us for an audit of your VAT returns. We will check whether a faster refund is possible and return your money to your business within weeks!
- Mon-Fri: 08:00 - 17:00
- +48-571-052-184
- Biuro@wikielson.pl
