Association and foundation software: members, dues, OPP, a portal
A board is not looking for a generic CRM. It needs a member register, dues, a portal, and order before the AGM and the public-benefit report. Association software and foundation software — instead of Excel, a Messenger group, and three truths about the same person.
A chair does not wake up thinking about a framework. They wake up thinking who has not paid membership dues, who may vote at the AGM, who belongs on the OPP report, and whether last weeks donation landed on the right project account. Association software is not a sales CRM. It is an NGO system that knows a member, a volunteer, a beneficiary, a project, a resolution and a board term — and does not mix those roles. Foundation software shares the same spine without a classic AGM: a founder, a council, a board, a statutory purpose, and restricted funds you must not “move to running costs because it is easier”.
The Polish third sector is large and split across three counters you must not confuse. Statistics Poland (GUS), 18 December 2025, “Non-governmental organisations in 2024”, says 113.1 thousand NGOs were active in 2024 — 7.7% more than in 2023. They associated 7.6 million people and provided 169.8 thousand FTE jobs, 1.5% of national employment. Source: stat.gov.pl. That is organisations conducting activity, not a stamp in a register.
Klon/Jawor on fakty.ngo.pl counts differently, and you should say so before a grant form claims “there are 160 thousand of us, so Excel will do”. REGON at 31 December 2024: 161 thousand registered NGOs — 117 thousand associations (excluding volunteer fire brigades) and 44 thousand foundations. Volunteer fire brigades in association form: almost 17 thousand. Estimated active associations and foundations: about 75 thousand, roughly half of those registered. The rest suspended work or never left the register. Three worlds: registered, active (Klon/Jawor estimate), and conducting activity (GUS). Software that “serves Polish NGOs” without that split is already lying on the sales slide.
Three sector counts Excel will not hold
GUS splits the 113.1 thousand: typical associations and social organisations 29.0%, foundations 19.8%, sports associations 17.8%, rural women circles 15.3%, volunteer fire brigades 13.1%, economic self-government and farmers circles 1.1%. Public-benefit organisation (OPP) status: 9.9 thousand. Social enterprise status: 0.8 thousand. Autumn 2024 floods: organisations reached 4.3 million people with in-kind and cash aid worth PLN 723.4 million. That is not a cue to sell a “flood module”. It is proof that in a crisis, people, in-kind stock and transfers must live in one place, not in three WhatsApp groups.
- Registered in REGON (Klon/Jawor, 31.12.2024): 161 thousand NGOs, including 117 thousand associations excluding fire brigades and 44 thousand foundations.
- Volunteer fire brigades almost 17 thousand — a different practice, a different OSP and sports-club system.
- Active (Klon/Jawor estimate): about 75 thousand, roughly 50% of registered entities.
- Conducting activity (GUS 2024): 113.1 thousand (+7.7% y/y), 7.6 million members, 169.8 thousand FTE = 1.5% of employment.
- OPP: 9.9 thousand. Social enterprises: 0.8 thousand. Flood 2024: 4.3 million people, PLN 723.4 million in aid.
If you are one of those 9.9 thousand OPP bodies, the OPP report and the tax assignment to OPP (the 1.5% PIT mechanism) are not a later tab. If you are a typical association with 40 members and a PLN 50 fee, your pain is who is a member, who is in arrears, who may vote. If you are a foundation with three projects and one staff post, your pain is the budget, the annex and the end date Excel will not watch overnight. One NGO system does not mean one template. It means a shared data model: person, relation to the organisation, money, document, project — and roles a bookkeeper must not confuse with a weekend volunteer.
Why Excel, Messenger and the treasurers folder split
A small board day: morning mail from an office, noon “am I a member, I want the workshop”, evening a transfer titled “2024 dues” with no name, night a group message “add my cousin”. The treasurer has a sheet. The secretary has another. The chair has a PDF of the KRS association extract from eight months ago. Nobody shares a list. The AGM in three weeks needs a statutory quorum. Someone who has not paid in two years votes. Someone who paid never got the link. After the AGM the minutes live in one inbox, attendance on paper, and the resolution changing the board never reached KRS on time because “everyone thought someone else would file”. That is not a lack of goodwill. It is a lack of one source of truth.
- Three member lists: the treasurers Excel, a Messenger group, an old website database.
- Dues “by eye”: someone pays two years ahead, someone a quarter, someone cash at a meeting — no balance.
- A transfer title “dues” with no name or a typo — guessing every Sunday.
- Voting rights detached from the statute: arrears, probation, supporting member, honorary member.
- A volunteer stored as a member, staff as a volunteer, a beneficiary as “someone on the list”.
- Board term in the chairs Google Calendar — after the date nobody knows if a resolution is valid.
- A grant project in a separate sheet, a donation for running costs on the same account, chaos at audit.
- Statute, KRS, tax IDs, resolutions — a “important” folder whose password dies with the last board.
Excel does not know quorum. Messenger does not know GDPR. A folder does not know two parallel course intakes. When you run workshops or duty hours you inherit the same pain as a language school: intake, group, payment, attendance. So association software is a cousin of a course enrolment system — only the “pupil” is a member or a beneficiary, and the payer may be a grant, a due, or the 1.5% tax mechanism, not a private BLIK for a term of English.
An association member register is not “contacts on a phone”
An association member register is a living legal record, not a mailing list. The statute usually says who may join, from when, at what due, with what vote, and how membership ends. The system must enforce that, not “remind the chair in May”. A foundation has no members in that sense — it has a founder, bodies, donors, volunteers, beneficiaries, sometimes a friends club. Mixing those sets in one “people” column ends with someone on the AGM (or on a report list) the statute never knew.
- Identity: name, contact, correspondence address, date of birth only when the statute or a rule requires it — not “everything just in case”.
- Relation: candidate, ordinary, supporting, honorary, suspended, removed. Each with from–to dates.
- Declaration: scan or form, date in, who accepted, board resolution number if your statute uses one.
- Dues: rate, period, balance, waiver (honorary, student, unemployed — as you work, not as a random template).
- Vote and eligibility for office — computed from rules, not from the secretarys memory.
- Consents: newsletter, image, website listing, SMS. Separate, dated, purpose-bound, not one “I accept everything”.
- History: who changed status, when, on what basis. An audit trail, not an Excel eraser.
A national ID number in the file “because KRS is easier” is a legal and GDPR choice, not a programmer convenience. A membership number can be the unique key. Collect a national ID only with a real basis. The same for children in a youth organisation: guardian consent, purpose, retention, who sees it. An NGO system without roles (board / treasurer / project lead / office volunteer) is worse than a notebook, because a notebook cannot be exported to a cloud in one click.
The register usually breaks at three moments. Intake: someone submits a declaration and the board will “accept at the next meeting” — and nobody clicks for three months. Status “awaiting resolution” must show in the member portal, not only in the secretarys inbox. Arrears: the statute may be strict (loss after X months) and practice kind (reminder, instalment, waiver). The system must know both paths and leave a trace of who waived. Removal: the person leaves the voting list but not the history of dues, donations and projects. Deleting a spreadsheet row rewrites history even with no bad intent.
Member, volunteer, staff, beneficiary — four files, not one column
The same person can be all four: they pay dues, volunteer at a weekend event, hold a civil-law contract on a project, and their child uses the after-school club. In Excel that is four rows or one mess. In a data model it is one person and four dated relations. A contract is not a due. Volunteer hours are not GUS FTEs. In-kind aid to a beneficiary is not a donation from a member. If you do not split them, the OPP report and the project report will fight payroll and the register. A bookkeeper will not “merge it in the evening” at 200 people.
Membership dues: a balance, not “a transfer to the account”
Membership dues are the dullest and most expensive process in any association larger than a dozen people. Dull because it is PLN 30–120. Expensive because the treasurer spends evenings on them and the AGM spends arguments on them. Rates: annual, quarterly, monthly, family, reduced, zero for honorary members. Payments: transfer, BLIK, cash at a meeting. Titles: “dues”, “2026 Kowalska”, “for Jan”, “sorry for the arrears”. Software that cannot match that to a record forces a human to guess.
- A dues price list in the system, not only in a PDF resolution nobody opens when booking cash.
- A period: from when the member is “current”, with the statutory rule (calendar year vs 12 months from admission).
- A receivable raised automatically (1 January or an anniversary), not typed by hand “when we have time”.
- A payment: statement import, cash entry, online payment with a title the system understands.
- A reminder: mail / SMS with a balance, a link, a deadline — not a shout in the group.
- Soft collection: second, third, then an “in arrears” flag that affects the vote if the statute says so.
- Waiver and instalment: a resolution or a treasurer decision with a limit, always with a trace.
Online payment (Przelewy24, PayU, BLIK) is not a shop gimmick. It is the only way a member can close arrears at 22:15 without asking whether the account number is still valid. Confirmation returns to the file, the balance drops, the member portal shows “current”. Cash at the AGM stays — entered in the same register, not on a napkin. We do not fake a fiscal till. We do not replace an accountants office. We make sure a zloty of dues does not vanish between a notebook and a statement.
A foundation usually has no membership dues. It has regular donations, patrons, collections, sometimes a friends club whose fee is not an association due. Calling that a due in the system is an error, not a synonym. Foundation software should have “recurring donation” and “gift to a purpose”, not a fake AGM. If the foundation runs a business and invoices — that is another track, with KSeF in the background, not the member register.
A member portal: a status, not another newsletter
A member portal answers the question that kills office hours: “am I listed, do I owe, am I on the AGM list, where is the resolution”. Login, profile, dues balance, payment proof, declarations, upcoming meetings, workshop signup, members-only files. It is not Facebook and not a Messenger group you leave and lose. It is an account at the organisation, on your domain, under your terms, with a right to be forgotten when someone leaves — within the retention you still need for accounting and statutory records.
- I see my status and membership date instead of guessing from a group.
- I pay dues and see a balance; I do not write “did it arrive”.
- I sign up for a workshop / duty / trip with a seat cap.
- I download the statute, rules and resolutions the board marked as visible to members.
- I change address and phone — the register updates, it does not wait for the AGM.
- I confirm AGM attendance or vote only if your statute and the law actually allow it (a legal decision, not a two-day module).
A beneficiary portal is another product. A parent should not see the boards national ID numbers. A volunteer should not see dues balances. A donor does not need an account if an email receipt is enough. Roles. The same login engine, three views. An app store client is not step one. First a mobile site that works on a cheap Android. Native later, when field coordinators really tap statuses, not when someone at the AGM said “young people want an app”.
AGM, quorum, term, KRS — a calendar of authority, not birthdays
An association lives by terms. Board, audit committee, sometimes a peer court. Election dates, end dates, resignations, co-options, whether the statute allows them. A KRS association extract does not update itself after applause in the hall. Someone must file, on time, with minutes, a list, signatures. The system does not replace counsel or e-KRS. It makes sure the resolution exists, attendance exists, the scan is in the archive, and the task “file at KRS” has an owner and a deadline. When a term ends and nobody called an AGM, you have a legal problem, not a Google reminder. We are not a law firm. This is not legal advice. Without dates in the system the problem still explodes — only later.
A foundation has other bodies and the same document pain. After a chair changes, the new person cannot find the seal, the bank login and the GUS password. Foundation software with a document archive and an access list (bank, e-office, e-Delivery mailbox, trusted profile) is cheaper than a month of chaos in which nobody can sign a grant. An access list is not an ERP module. It is a table: system, who has it, who stands in, when to rotate. It sounds banal. After a fight at the AGM it is the only thing that keeps continuity.
OPP, the 1.5% tax mechanism, and a report you do not rebuild from memory in April
Public-benefit organisation status (GUS: 9.9 thousand bodies in 2024) is not a badge on a website. It is reporting duty and the tax assignment to OPP (the 1.5% PIT mechanism). From 2023, 1.5% replaced the old 1% — as poradnik.ngo.pl describes. We do not quote sector-wide amounts or “an average per organisation”, because those change every year and a slide lies easily. The mechanism is: a taxpayer points to an OPP in the return, funds arrive, the organisation accounts for them under OPP rules, not “into the petty cash with no label”. Legal detail lives on ngo.pl and government sources, not on a software-house blog. This is not tax advice.
An OPP report hurts when for a year nobody tagged what is public-benefit activity, what is business, what is admin, and what came from 1.5%. You cannot reconstruct that from the chairs memory in December. The system will not fill the official form for you (it changes; we do not pretend to know every box forever). It gives analytics: income by source (dues, donation, 1.5%, grant, business, other), cost by project and type, service counts, volunteer hours if you log them. An export, not a magic stamped PDF. Your bookkeeper still signs figures they understand. Your job is not to lose sources during the year.
e-Delivery: new entities from 1 January 2025, path by register, no invented dates
e-Delivery (e-Doręczenia) is registered electronic delivery, legally equivalent to a recorded letter with advice of receipt. The timetable and application path are on biznes.gov.pl card 004495 and gov.pl digitalisation / e-Delivery. We do not invent “a date for every NGO”. Officially: entities registering from 1 January 2025 in CEIDG or KRS set up an e-Delivery address at registration. That is a hard fact from card 004495. Other deadlines depend on which register you sit in and the ministrys current timetable — you check the source, not a conference slide.
Foundations and associations in the KRS associations register (associations, other social and professional organisations, foundations and public healthcare units) apply for an e-Delivery address via the gov.pl e-service, even if they also appear in the KRS entrepreneurs register. An application through Biznes.gov.pl is not effective for that group — card 004495 warns so. A common board error is “we are like a company, we click biznes.gov.pl”. No. The path follows the register. The public provider (designated operator, currently Poczta Polska) and any qualified provider — choice and effects are described there, not here.
- New entities from 1 January 2025: address at registration (CEIDG / KRS) — biznes.gov.pl 004495.
- Foundation / association in the KRS associations register: apply via gov.pl, not Biznes.gov.pl.
- An extra entrepreneurs-register entry does not move that application onto the limited-company path.
- The BAE address stays even if the seat changes — but someone must read the mailbox. That is a panel task, not “the chairs password”.
- We do not list obligation dates for every NGO subgroup beyond the cited sources. The timetable is updated on gov.pl/web/e-doreczenia.
Business activity, invoices and KSeF — only when you actually sell
Many associations and foundations never issue an invoice. Dues, donations, grants, 1.5% — that is not till sales. Then we do not force KSeF. It is different if you run a business: room hire, paid training, a merch shop, services your statute and KRS allow. The invoice is born in your process (course signup, order, contract). From 2026 structured e-invoices for VAT taxpayers go through KSeF on the MF timetable (large taxpayers 1 February 2026, others 1 April 2026 — detail in the KSeF article, dates from podatki.gov.pl). If invoices already leave wFirma / inFakt / an accountants office — stay there. If your enrolment panel still glues a PDF into mail — that is an integration topic, not decoration.
wFirma, inFakt and similar accounting tools are a common, sane choice in the sector. Tools around ngo.pl (guides, databases, giving and public-benefit information) are where a board should start learning, not at a software-house demo. A ready dues / club SaaS can be enough at 30 members and one event a year. Your own NGO system when your statute is unusual (branches, a federation, a supporting member that is a company), you mix training with social work, you want a portal on your domain, data should stay with you, or Excel split on the second grant. Comparison: package or custom software.
Projects and grants: a budget, an annex, an end date — no invented grant statistics
We do not say “how many grants the sector won” or “what share of applications pass”. Those figures are not in the cited GUS and Klon/Jawor notes in that form, and a fake average ages overnight. What remains is practice: a project has a budget, a period, a source, costs, documents and people. Excel does that for one project. At three in parallel plus running activity it fails, because the same toner invoice lands in two budgets or in none.
- Project: name, funder or statutory purpose, start–end, budget by category.
- People: coordinator, team, volunteers, rate or lump sum, time log if the settlement needs it.
- Cost: document, category, amount, whether inside an annex, whether over a cap.
- Income: tranche, date, amount, conditions, return of unused funds.
- Milestones and a part-report on a calendar, not from memory on the last weekend.
- Annex: a new amount or period — the old budget stays in history, it is not overwritten with an eraser.
- Separation from dues and from 1.5% when sources must not mix.
The 2024 flood (GUS: 4.3 million people, PLN 723.4 million) showed the same mechanism at an extreme: a surge of goods, people, transfers and “where are the nappies”. An in-kind store (received, issued, to whom, when) is not an Amazon WMS. It is a paper list that must stop being paper when you have a hundred volunteers, not five. We do not build that on day one for every foundation. We build a “service / issue / person” model that will not split when a crisis arrives.
Events, duties, enrolment — the same engine as a course, a different rulebook
A picnic, a workshop, a legal duty, a collection, an AGM, a camp, a conference. The resource is the same: place, time, a cap, a list, consents, sometimes a fee. Association software without an event calendar pushes sign-up back onto a Google form that does not know who is a member with a discount. A cousin of course enrolment: internal (members only) and public (a landing). The fee may be zero. The cap must not live only in the coordinators head. Volunteer fire, sports clubs and rural women circles have another rhythm — see OSP and sports-club software. GUS shows that is not a niche: sport 17.8%, rural women circles 15.3%, fire 13.1% of those conducting activity in 2024.
Training and e-learning when education is the statutory purpose
An education foundation and a trade association live on courses, webinars, certificates. Then an NGO system meets e-learning: intake, payment or a grant, material, attendance, a test, a numbered certificate. We do not build Moodle for Moodles sake. We build what a mailing list cannot: who finished, who must catch up, whether the certificate has a number, whether the trainer got a list. A ready LMS can be enough. Custom when the certificate is your layout, the course is tied to paid membership, or the report goes to a funder in your categories. We add e-learning when intake already lives. The other way round — a course platform without a member register — ends with two logins and “the system does not know I am a member”.
Donations, collections, 1.5% — three taps, three labels
A gift from outside is not a due. A 1.5% assignment is not “a donation from Kowalski in the title”. Public collections have their own rules (you check current law; this article is not it). In the panel: purpose, tap, thank-you, amount, whether a name may appear on the site. A receipt for the donor. No automatic add to the member register. A 1.5% campaign is a landing with the KRS number, a purpose and “how to point to us in PIT”, plus materials so members know what to tell family. We do not promise a module that “raises 1.5% by X percent”. We do not know that. We know that without a readable KRS and purpose people point elsewhere or nowhere.
Branches, circles, federations: one base, many balances
An association with local circles or a federation with legal-person members breaks every “fitness club” SaaS. Dues go to the circle or the main board, or a split. The register is shared or local with a sync. A main AGM may count delegates, not every natural person. The association member register must know hierarchy. We do not build “a union of 300 circles” on day one. We build organisation → unit → person so you do not rewrite the file when a second circle appears. One circle and 40 people — you do not pay for a federation. We say that at the start. A supporting member that is a company is a B2B relation inside the third sector, not a row on the natural-person AGM list.
GDPR: minimum data, maximum roles, retention after removal
An NGO file holds ordinary data and often special data (health at a camp, a beneficiarys social situation, minors). Basis: statute, contract, consent, legal duty — chosen on purpose, not “consent to everything”. After removal a member does not vanish from dues books, but they leave the newsletter and the voting list. Access: the treasurer sees balances, a group leader sees allergies for their group, a registration volunteer does not see dues arrears. Logs. Backups. A processing agreement if hosting sits with us or a sub-processor. That is a condition, not a slide. We do not start a childrens database without it. A public site and a portal are two levels. Transparency for OPP is a report and a purpose, not doxxing a volunteer.
SaaS, ngo.pl tools, wFirma — and when your own panel
An honest order. First: books in tools your bookkeeper already knows (wFirma and kin), plus learning on ngo.pl. Second: a ready dues / club / enrolment product if you fit the template and a third-party cloud does not hurt. Third: a custom layer or your own NGO system when the template lies to the statute. GESOFT does not sell “ERP that replaces the bookkeeper, KRS and the ministry”. We sell a panel: association member register, membership dues, member portal, events, projects, analytics for the OPP report. Comparison: package or custom. Twenty-five members and one collection a year — Excel may last another quarter. Four hundred people, OPP and three projects — it will not last the AGM.
What we actually build (an MVP, not twelve tabs)
- A people file and relations (member / volunteer / donor / beneficiary — as many as you truly need).
- Dues or recurring donations: receivable, payment, balance, reminder.
- A portal: status, payment, event signup, documents.
- Events with a seat cap and attendance.
- Projects with a budget and a report calendar.
- Board roles, logs, backup, consents.
- An export to the books and a source breakdown (including 1.5% if you are OPP).
Then: e-learning, an in-kind store, a field app, a federation, online voting if you have a basis. A public site can be part of the same build or stay on WordPress with a signup widget. SEO for your name, your city and “1.5%” should live on your domain, not on a vendors subdomain you lose when you switch. That is an argument for custom, not for ego. We do not start with an app-store icon and an AI that “writes the report”.
A rollout that does not kill a board term
Migrating 15 years of three Excels in week one is how a board hates the system before the AGM. We import active members, dues balances, current projects, bodies with dates. Paper archive stays archive — we scan what you truly need (statute, recent resolutions, KRS). Books stay in wFirma. Messenger stays for chat, not for balances. After a month you see whether the treasurer stopped guessing transfers and whether members stopped calling “did it arrive”. Accounts are personal. An access list (bank, e-Delivery, panel, hosting, Facebook) is in the system on the day of a resolution, not “when the old chair finds a stick”.
A report the board can vote on, not a pretty dashboard
Figures that matter in a meeting: active members, arrears, dues collection, portal logins, workshop seats, budget left in a project category, whether a tranche arrived, volunteer hours if you log them, the share of 1.5% in income if you are OPP. GUS gave the sector scale — 7.6 million associated people, 169.8 thousand FTE — but your resolution does not rest on GUS. It rests on your file. If the file lies, a vote on a dues rise or a staff post lies with it. A dashboard without balances and term dates is a poster. For donors and for 1.5%, another layer counts: purpose, service counts, a history on the site. A split “on Facebook we helped 10 thousand, in the report 400” is worse for an OPP than no post.
A mobile app: for a field coordinator, not for AGM ego
A member will open the portal in a browser. They will not install an app to pay PLN 50 of dues. A camp coordinator, an in-kind store, duty attendance — yes, Android with a list and a status. Native for every member makes sense at a large base and real use (a QR membership card, event entry), not as a line in a grant called “digitalisation”. Web that works first. A thin client when field taps justify it.
What stays outside the system (an honest border)
- KRS, e-KRS, a notary, litigation powers of attorney.
- Books, JPK, returns, social insurance — wFirma / an office.
- Rulings on OPP, 1.5%, public collections, business activity.
- The state e-Delivery mailbox — we only tasks and roles.
- A funders application generator — we a statement and an archive.
- A fiscal till if you even need one.
- Counsel when the validity of an AGM is in dispute.
The border exists so a quote has a start and an end. “Software that handles KRS and the ministry” does not exist in an honest offer. A panel that means KRS and the ministry get a complete file from you, and a member does not call on Sunday, does. That is enough for association software to pay for itself in the quiet before an AGM, and for foundation software in a tranche that did not vanish because someone lost an annex.
Write: member or beneficiary count, whether you are OPP, how you collect dues, and whether you issue invoices. A quote for association software or foundation software in 24 h — register and balance first, not a “digital transformer of the whole third sector”. Context sources, not a grant offer: GUS 18.12.2025, Klon/Jawor / fakty.ngo.pl, e-Delivery biznes.gov.pl 004495, gov.pl e-Delivery, 1.5% — poradnik.ngo.pl. This is not legal advice.
Frequently asked questions
- Does association software replace a bookkeeper and KRS?
- No. Books, JPK and social insurance stay in wFirma or an office. KRS, e-KRS and a notary stay where they are. The panel watches the member register, dues, portal, events and analytics for a report. We do not file at the registry court and we do not interpret the statute for the board.
- How many NGOs are there in Poland — 113 thousand, 161 thousand or 75 thousand?
- Three counters. GUS: 113.1 thousand conducting activity in 2024. REGON / Klon/Jawor (31.12.2024): 161 thousand registered (117 thousand associations excluding fire brigades + 44 thousand foundations). Estimated active: about 75 thousand. Fire brigades almost 17 thousand. Sources: stat.gov.pl and fakty.ngo.pl. Do not mix those numbers on a grant form.
- Does a foundation need a member register and an AGM?
- Not in the association sense. A foundation needs bodies, donors, volunteers, beneficiaries, projects and an archive of resolutions. Foundation software does not fake an AGM and does not call a donation a due. Shared is the model of person, money, document and project.
- How do you handle membership dues and arrears?
- A price list and a period in the system, a receivable raised automatically, a payment from a statement or BLIK, a balance in the portal. Vote and loss of membership — only by your statute, with a waiver trail. We do not erase history after removal. Unmatched titles go to a queue, not into Sunday guessing.
- Must we have e-Delivery?
- Check the current timetable on biznes.gov.pl (card 004495) and gov.pl/web/e-doreczenia. New entities from 1 January 2025 set up an address at registration. Foundations and associations in the KRS associations register apply via gov.pl, not Biznes.gov.pl — even with an extra entrepreneurs-register entry. We do not invent dates beyond those sources.
- Can OPP and 1.5% tax be “automated” in the panel?
- You can tag sources, keep analytics, a calendar for the OPP report, and a campaign landing with a KRS number. You cannot legally promise an amount or fill a changing official form for the board. The mechanism is a tax assignment to OPP (1.5% PIT) — detail on ngo.pl and government sources, not in a software-house offer. This is not tax advice.
- When does KSeF apply to an association or a foundation?
- When you run a business and issue invoices as VAT taxpayers the duty covers. 2026 timetable (large 1 February, others 1 April) and exceptions: the KSeF article and podatki.gov.pl. A due, a donation and 1.5% are not automatically a VAT invoice. If invoices already leave wFirma — stay. If they leave an enrolment panel as PDF — that is integration.
- Are wFirma and Excel enough?
- At a dozen people and one project, often yes. With a register, arrears, a portal, events and OPP, Excel splits before the AGM. wFirma stays on the books. Custom when the statute, branches, two registers or data on your side do not fit SaaS. Comparison: package or custom software.
- Do members need a Google Play app?
- Not at the start. A mobile portal, dues payment and event signup will do. An Android app makes sense for a field coordinator, an in-kind store or a QR card at the door when volume justifies it. We do not build an app because “young people want one” at the AGM.
- How long is a rollout and where do we start?
- From active members, dues balances, roles and a portal — usually weeks to a usable balance, not months of ERP. Projects, e-learning, a federation and an in-kind store wait until the treasurer stops guessing transfers. Send counts: members, OPP yes/no, invoices yes/no — a quote in 24 h. That is not a binding grant offer or legal advice.
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