Freelancers in Poland have plenty of options when it comes to managing invoices and business admin. Two popular paths are using a local Polish platform like inFakt or opting for Estonia-based solutions Xolo Go and Xolo Leap.
This article compares inFakt with Xolo’s offerings to help solo, tech-savvy freelancers in Poland decide which is best for their needs. If you haven't set up your freelancing business yet, make sure to read our comprehensive guide on how to get started in Poland.
In this article we’ll dive into pricing, features, ease of use, support, legal compliance and flexibility. Whether you’re wondering how to invoice clients without a company in Poland or looking to streamline an established freelance business, read on for a detailed comparison of freelancer invoicing in Poland with a strong battle between inFakt and Xolo.
Pricing and cost transparency
One of the first considerations for any solopreneur is pricing. Clear, predictable costs are crucial when you’re managing a budget.
Both Xolo and inFakt strive to be cost-effective, with similar models, but there are some key differences to keep in mind if weighing price matters.
inFakt pricing plans for freelancers
inFakt operates on a subscription model. For freelancers doing their own bookkeeping, inFakt’s software starts at around 39 zł per month for a basic self-service plan.
This plan includes unlimited invoicing and tools to handle your own accounting. If you prefer to have an accountant handle compliance, inFakt offers an online accounting service for about 99 zł per month for simple businesses (e.g. sole proprietors on a no-VAT tax scheme). That higher tier gets you a dedicated accountant and full bookkeeping service in addition to the app.
It’s worth noting that inFakt sometimes runs promotions and the exact fee can vary if you have more complex needs (businesses with VAT or lots of documents might incur higher fees). Overall, inFakt’s pricing is relatively transparent—a flat monthly fee for the software, and a higher flat fee if you add on an accountant.
Xolo Go pricing plans for freelancers
Xolo Go has a very different pricing model. There is no monthly subscription fee—it’s free to sign up and use the platform to invoice.
Xolo charges a pay-as-you-go support fee of about 5.9% on each invoice amount. In practice, this means you will have a small percentage deducted from each client payment you receive. Keep in mind, however, that for very high invoice volumes or amounts, the percentage might add up to more than a fixed local service would cost. It’s truly “invoice without a company, pay only when you get paid.”
Xolo Leap pricing plans for freelancers
Xolo Leap is a more robust service that helps you run your own Estonian company, and it comes with a monthly subscription.
Plans start from €59 per month (Starter) and go up to €89 (Standard), €129 (Pro), or more for Premium, depending on your business needs. The monthly fee covers full accounting and compliance for your Estonian entity. In addition to the monthly cost, there is a one-time onboarding fee to set up your company—around €492 (incl. VAT) which covers Estonian state fees and registration.
Leap’s pricing is clearly-tiered and published on the Xolo website, so you know what you’re paying for. The €59/mo Starter plan is capped at a small revenue limit (e.g. up to €4,000 total revenue in your first year), making it ideal for testing the waters. As your business grows, you’d move to higher plans. While Xolo Leap is the priciest option here in absolute terms, it’s essentially an all-in-one package (company + accounting service).
Depending on what your individual needs are, these three levels of pricing may dim or shine. For just starting out, Xolo Go and inFakt both have an easy-cost associated with basic plans. If you’re trying to run a business that’s actively growing, Xolo Leap paves the way to do this effectively.
Feature and functionality
A freelancing tool isn’t just about cost—it needs to actually make your work life easier. Let’s compare the features of inFakt, Xolo Go and Xolo Leap, focusing primarily on invoicing, expense tracking, accounting and compliance:
inFakt features
inFakt is a feature-rich platform tailored to Polish businesses. It provides professional invoicing with support for many invoice types (standard VAT invoices, proforma, margin invoices, etc.). You can issue invoices in Polish or even generate English-language invoices for foreign clients, and choose currencies other than PLN—-useful for freelancers working with international customers.
inFakt also lets you save client and service details for quick invoicing, and you can set an email to auto-send the invoice to your client upon issuance. Beyond invoicing, inFakt’s software handles expense tracking and bookkeeping: you can input costs, and the system will generate your KPiR (Polish income/expense ledger), tax declarations, and VAT registers automatically based on your entries.
The app stays updated with Polish tax law changes and can even integrate with the new KSeF e-invoice system. If you opt for inFakt’s accounting service, a dedicated accountant will double-check everything, handle your monthly filings, and even represent you before ZUS/tax offices.
inFakt also offers a mobile app for Android and iOS, so you can issue invoices or log expenses on the go. In short, inFakt covers the full spectrum for running a sole proprietorship in Poland: invoicing, accounting, compliance reports, and even payroll or VAT if needed. It’s a one-stop-shop for Polish freelance business admin.
Xolo Go features
Xolo Go is a bit more specialized in its feature set. It’s laser-focused on letting you invoice clients without having your own company.
With Xolo Go, you get a platform to create and send invoices in multiple currencies (since it’s meant for global business) and accept payments via bank transfer or other methods through Xolo’s system. Xolo essentially provides the framework of its own company that you get to leverage. The upside is that Xolo handles all the tax and compliance aspects of the invoice in the background—you don’t have to worry about charging VAT properly or registering for VAT, for example. (If the client is in the EU, Xolo will take care of VAT rules, reverse charge, etc., as needed).
Xolo Go also offers basic expense reimbursement features. If you have business-related expenses (like software subscriptions or travel) that you want to deduct before getting your payout, Xolo has a mechanism to record those so that effectively you’re only taxed (via their fee) on your net earnings. The platform provides an online dashboard where you can see all your invoices, their payment status, and your earnings. It’s quite straightforward by design.
However, Xolo Go is not full accounting software for you – since you don’t own a company with Xolo Go, you’re not keeping your own books. There’s no need for you to file taxes for a business entity; instead, you’d likely declare the income Xolo pays you as personal income in Poland. In summary, Xolo Go’s features cover invoicing and getting paid easily, across borders, while abstracting away the complexity of running a company. It’s perfect if your needs are mainly sending invoices and receiving money in a compliant way without starting a business.
Xolo Leap features
Xolo Leap is essentially an all-in-one company management platform. When you use Xolo Leap, you are setting up an Estonian OÜ (limited company) through Estonia’s e-Residency program, and Xolo’s service provides everything you need to operate that company remotely.
Key features include:
- Online company registration assistance,
- Virtual office address in Estonia
- Comprehensive accounting services for your company (bookkeeping, preparation of annual reports, tax filings in Estonia, etc.).
Xolo Leap also integrates with various banking and payment services popular with digital entrepreneurs—-for example, you can connect your company’s bank account or platforms like Wise, Revolut, Stripe, PayPal, etc., directly with Xolo for bookkeeping purposes.
Invoicing through Xolo Leap’s platform is similar to any modern accounting software: you can bill clients worldwide in different currencies. The system will handle things like Estonian VAT filings if your company needs to register for VAT. Because you actually own the company, you have more flexibility: you can add shareholders or board members on higher-tier plans, and even engage in things like paying salaries, taking business loans, or issuing dividends (Xolo will support these more complex activities on its Pro/Premium plans). Essentially, Xolo Leap’s functionality is aimed at giving a solopreneur the power of a full-fledged company without the usual headaches.
For a freelancer, this means you can operate like a small business: sign contracts as a company, invoice clients from your company, and likely benefit from Estonia’s business-friendly regulations.
inFakt is ideal if you need Polish-specific capabilities (issuing Faktura VAT, generating JPK files, handling ZUS payments, etc.), as it’s built around Polish laws. Xolo Go is more limited but extremely convenient for basic needs. Xolo Leap is feature-rich for running a company, giving you capabilities beyond a typical freelancer tool (like employing people or using your company for investments, if you ever choose to scale up).
Ease-of-use and user interfaces
Solo freelancers often don’t have spare time to wrestle with clunky software. A friendly, intuitive interface can make a big difference in your day. Here we compare the user experience of inFakt vs Xolo:
Web and app?
Xolo: Web (with mobile access)
inFakt: Web and app
Easy to use?
Xolo: Lauded for its simplicity
inFakt: Generally considered user-friendly for those familiar with Polish invoicing
Reliability?
Both inFakt and Xolo pride themselves on compliance and up-time, with both services providing trustworthy and consistent products.
Overall, inFakt’s UI is clean and business-like, but caters to Polish workflows. If you meet those expectations, it’s smooth sailing; if you try to use it outside the intended scenario (like without a registered business), you’ll hit roadblocks (more on that in the next sections).
Xolo’s interface is built to minimize friction for English speakers, so freelancers can focus on their work rather than admin. When you’re ready to grow your business, Xolo likely has the next step ready to go for you.
If you’re an expat in Poland or simply prefer English and simplicity, Xolo will likely be the more user-friendly choice. Both have mobile-friendly access, so you can manage things on the move. In the end, ease of use can be subjective, but generally Xolo Go/Leap get high marks for minimalism and clarity, whereas inFakt wins for rich functionality presented in a fairly accessible way.
Customer service and language support
Having responsive customer support is like a safety net for a freelancer handling finance—-when an issue or question comes up, you want help quickly (and in a language you understand). Here’s how inFakt and Xolo compare:
inFakt support
inFakt, being a Polish company, provides support primarily in Polish. If you subscribe to their accounting service, you actually get a personal accountant (or accounting office) assigned to you, and you can contact that person for any issues or questions.
inFakt lets you choose your accountant from their network of partners, reading reviews and ratings. This means you can select someone you’re comfortable with—a nice, personalized touch.
They will handle filings and can answer tax questions in Polish (and possibly in English if you find a bilingual accountant, but that’s not guaranteed). If you’re on the self-service plan, you still have access to inFakt’s customer support team for the app itself. They can be reached via email or phone during business hours.
If you don’t speak Polish, you may struggle with inFakt’s support. The interface of the app, knowledge base, and support channels are largely Polish. Unless you find an inFakt-affiliated accountant who speaks English, you might hit language barriers. So for Polish-speaking freelancers, inFakt offers solid support. For English-speaking users, you might not get full service in English from inFakt.
Xolo support
Xolo is an international-facing company, and their support language is English by default (as well as Spanish, Italian, etc. for specific locales, but Polish is not currently a supported interface language).
For a freelancer comfortable in English, this is a big advantage—you can correspond with Xolo’s team without miscommunication. Xolo offers support via email and an in-app chat system. Many users praise Xolo’s support for being responsive and startup-friendly in tone.
Since Xolo Go and Leap are relatively niche services, the support team is used to guiding users through unfamiliar processes (like e-Residency setup, or how to report your Xolo Go income). If you contact support, you’ll typically get answers in a timely manner (often within a day or faster for urgent issues).
Xolo’s support staff deals with global freelancers every day, so they can often advise on general questions like “How do I report this income in my country?” or “Can I use X service with my Xolo company?” They might not give formal tax advice for Poland, but they will point you in the right direction. Because Xolo is an entirely online service, all support is remote.
Xolo has built a strong and consistent reputation in the e-Residency community, and language support is clearly in Xolo’s favor for anyone who isn’t fluent in Polish.
Legal structure and compliance: Poland vs Estonia
Perhaps the biggest difference between inFakt and Xolo is the legal structure they assume (or provide) for your business.
This impacts everything from taxes to paperwork. Let’s break down how each works in the context of a Polish freelancer:
inFakt – Polish Sole Proprietorship Compliance
inFakt is built around the standard Polish model of a one-person business (commonly a działalność gospodarcza registered in CEIDG). In fact, if you try to use inFakt without having a registered business, you’ll find it impossible to proceed.
As one guide put it, popular Polish invoicing platforms like inFakt require a NIP (Tax ID) and CEIDG registration to even sign up. So inFakt assumes you have legally established yourself as a business in Poland. With that comes all the compliance of a Polish entrepreneur: you need to maintain books, file monthly/quarterly VAT returns if applicable, pay income tax (PIT) advances, and pay ZUS social security contributions.
inFakt’s software and services are there to help with these exact tasks. They keep you compliant with Polish law by updating whenever regulations change. If you use inFakt’s accounting service, they will handle submitting your declarations to authorities on your behalf. But it’s important to note: the responsibility of compliance ultimately lies with you as the business owner.
You have to register the business, you have to ensure you pay the taxes (with inFakt telling you the amounts), and any Poland-specific obligations (like registering for VAT EU if you sell abroad, or obtaining licenses for certain activities) are on your plate.
In short, inFakt keeps you Polish-compliant—it doesn’t remove any obligations, but helps you fulfill them more easily. By choosing this route you will be paying Polish taxes and social security, and you’ll be under Polish jurisdiction for your business activities.
Xolo Go – No Company (Umbrella Model) Compliance
With Xolo Go, you never create a legal entity of your own.
When you use Xolo Go, you are operating under Xolo’s Estonian entity. The compliance burden of issuing an invoice is handled by Xolo. This means if you invoice a client €1000, that invoice is technically issued by Xolo (or a partner entity) on your behalf. Xolo then later pays you (after fees) as something akin to a contractor or gig-worker.
For VAT and sales tax, since Xolo is the seller of record on the invoice, they handle any VAT obligations. If your client is in Germany, for example, and it’s a B2B service, Xolo can zero-rate the VAT due to intra-EU rules, or if B2C, Xolo would charge the correct VAT and handle remittance. You as the freelancer don’t have to register for VAT or issue Polish VAT invoices—-that’s a big load off your shoulders.
For income tax, the money you receive from Xolo is income to you personally. Xolo does not withhold Polish income tax or anything; it’s up to you to declare that income in Poland (or your country of tax residence). Essentially, using Xolo Go means you’re kind of a “sole trader” informally, but you’re not registered as one in Poland. Many Polish freelancers use this to avoid the bureaucracy of registering a business. It’s legal because you’re working through Xolo which is a compliant intermediary. However, one should keep an eye on Polish regulations: if freelancing is your full-time gig and you’re earning regularly via Xolo, the tax office might eventually consider that a business activity. Generally though, if you pay your personal income tax on what Xolo pays you, you are on solid ground. And there’s no ZUS with this model, because you’re not on a Polish business register. Polish ZUS monthly contributions can be substantial, so not having to pay them is a big draw of using an umbrella service like Xolo Go.
On the flip side, not paying ZUS means you’re not getting those social security benefits (health insurance, pension) through a business—you’d have to handle insurance privately or via other means. In summary, Xolo Go keeps you compliant by outsourcing the entire invoicing compliance to Xolo’s company. You just need to take care of reporting your income at year-end. It’s an elegant solution to the classic catch-22 of needing a company to issue invoices in Poland.
Xolo Leap – Estonian Company Compliance
With Xolo Leap, you become the director of your own Estonian private limited company. Compliance then follows Estonian rules for that company.
Estonia is known for its e-governance and simplicity, but running a company is still a step up in responsibility. Xolo Leap’s service includes managing this compliance for you: your company will need to file an annual report, possibly monthly or quarterly VAT returns (if registered for VAT), and keep accounting records as required by law. Xolo’s accountants handle the heavy lifting here (book entries, preparation of filings). They will also advise you on compliance matters like how to pay yourself.
Dividends from an Estonian company to a Polish resident would be taxed in Poland under personal income tax (with some credit for Estonian corporate tax if any was paid). Estonia has 0% corporate tax on retained earnings, so if you don’t distribute profits, the company itself pays no corporate income tax. Many freelancers using Xolo Leap simply leave money in the company or expense most income, and only take out what they need strategically. This can legally defer taxes, but you must be mindful of Polish CFC (controlled foreign company) rules if it’s just you owning the Estonian company as Poland might tax you on profits anyway if they think the company is just an avoidance vehicle.
Xolo Leap ensures your company stays in good standing with Estonia: you don’t have to worry about missing a report or misunderstanding a law. They’ll also assist with things like obtaining an Estonian VAT number if your activity requires one. Compared to running a Polish business, an Estonian company via Xolo is often simpler in bureaucracy, but it’s still a formal company and you have to treat it seriously.
Xolo Leap is best if you are comfortable operating in an international context and perhaps if you plan to live abroad or have clients all over the world, making an EU-based company appealing. Compliance support is one of Xolo Leap’s strengths: they essentially act as your remote finance department.
Xolo Go vs Xolo Leap & inFakt conclusions
After comparing inFakt vs Xolo from every angle, it’s clear that both have strong points. But the final decision often comes down to your personal business situation and goals. So who should choose Xolo Go, and who might prefer Xolo Leap (or even inFakt)?
Xolo Go is built for fresh or part-time freelancers and solopreneurs who’ve not got a formal company up-and-running. Send invoices, manage your finances manually and upload expenses with ease.
Xolo Leap is for those committed to freelancing, or who are ready to scale up their business and form a company. Leap’s designed to be an all-encompassing solution for admin, accounting and business management for those who want to wrangle the power of Estonian e-Residency—as thousands of thousands have done so before.
And what about inFakt? If after all this you realize that staying in Poland’s system is your comfort zone—for instance, you mainly work with Polish clients, you don’t mind handling ZUS and local taxes, and you want Polish-language accounting support—then sticking with a tool like inFakt (or similar Polish platforms) might be your choice. inFakt is great for someone who says “I’m a Polish freelancer, and I just need the best software to run my Polish one-person company.” You might prefer inFakt if you value the ability to talk to a local accountant or if the cost (inFakt’s lower monthly fees) is a big factor and you’re okay with doing more legwork on your own.
As you make your decision, consider taking advantage of free trials or initial consultations. For example, inFakt often provides a free month for new users, and Xolo offers initial guidance on both Go and Leap if you contact them. Think about your 1-year and 5-year vision as well: today’s choice can affect your future flexibility.
If Xolo’s approach sounds like the right fit—-whether it’s the agility of Go or the full-fledged Leap—you can explore plans and get started on Xolo’s website. Check out their pricing and features in detail, and sign up when you’re ready to take your freelancing to the next level: Discover Xolo Plans and Sign Up. Here’s to building your solo business with the tools that serve you best – szczęście (good luck) on your freelancing journey!