Virtual Office – What Is It and How Does It Work?
A virtual office is a modern service for entrepreneurs, allowing them to run a business without the need to rent a traditional office. In practice, this means that a company uses an address provided by a virtual office provider along with a package of office services, without physical presence at that location. This significantly reduces operating costs and lets you focus on business development without worrying about daily administrative duties.
What is a virtual office?
A virtual office (sometimes also called an e-office) involves the provision of a business address by a specialized company, such as VBiuro, and a range of additional services. The basis of the offer is usually an address for company registration and correspondence. This means you can register your business (sole proprietorship or company) at a prestigious address in Warsaw, instead of, for example, your home address. Additionally, all correspondence directed to this address will be received by the virtual office staff.
A virtual office is a form of outsourcing office services. Besides the address itself, such services often include:
- Mail collection and handling – Virtual office employees receive letters and packages, and then inform you about deliveries. They can also scan the content of a letter and send it by email or forward it to the address you indicate.
- Phone service (secretarial service) – Some packages offer a dedicated phone number for your company with secretarial service. This means clients calling your business number will reach the virtual office reception, where they will receive basic information or leave a message.
- Access to workspace or conference rooms – Although you don't use a physical office on a daily basis, if needed, you can rent a desk in a coworking space or book a conference room for a meeting with a client.
- Accounting or legal services – Some providers (including many virtual offices in Warsaw) additionally offer accounting services, legal advice, or help with company registration, which can be very convenient for beginning entrepreneurs.
A virtual office is more than just an address - it's a comprehensive package of services for modern business
How does a virtual office work day-to-day?
The functioning of a virtual office is simple and user-friendly. The entire process can be described in a few steps:
- Choosing a provider and service package – First, you choose a company offering a virtual office (e.g., VBiuro in Warsaw) and an appropriate service package. It's worth paying attention to the location of the address (whether it's, for example, in the center of Warsaw or a business district) and the range of services in the package.
- Signing the agreement – To legally use the address, you sign an agreement with the service provider. Such an agreement entitles you to use the given address as the company's headquarters. The agreement usually also specifies what services are included in the package (e.g., the number of letter scans per month, phone service, etc.).
- Registering the company at the new address – Having signed the agreement, you can register or re-register the company at the received address. For a sole proprietorship (JDG), you update in CEIDG, and for an LLC or other company – you submit the address to the National Court Register (KRS). In both cases, you usually attach a copy of the agreement or confirmation from the virtual office provider to confirm the right to use the premises.
- Day-to-day use of services – From this point, all mail sent to your address is handled by the virtual office. When a registered letter from an office or a package from a courier arrives, the staff will receive it on your behalf. You will receive notification (e.g., email or SMS) about new correspondence. You can then decide whether you want to collect it in person or have it opened and scanned. Similarly works the phone service – if your package includes it, the caller will receive professional service, and you will get information about the contact attempt.
- Using additional amenities – If needed, you reserve a conference room or desk for hours through the system or by contacting reception. This way, the virtual address becomes not just a place "on paper," but also gives the possibility of physically meeting with a business partner at your address when necessary.
This whole model works because many companies share one address and office facilities. The service provider supplies the infrastructure and personnel, and the maintenance costs are spread among many clients. For the entrepreneur, this means access to professional office facilities for a fraction of the cost of a traditional office.
"A virtual office is the perfect solution for companies that need a professional address and office service but don't want to incur the high costs of renting a traditional office. It's like having an administrative team without the need to hire staff."
— VBiuro Expert
Who uses virtual offices?
Almost any entrepreneur can use a virtual office, but it is especially popular among:
Freelancers and sole proprietorships (JDG)
People working from home or remotely often don't need a permanent office, but want to have a professional address and privacy (not provide their home address publicly). A virtual office solves this problem.
Startups and small companies
In the initial stage of operation, cost minimization is important. A virtual address allows you to present yourself seriously to clients and partners without incurring the high costs of renting your own premises.
Companies from other regions
If you run a business outside Warsaw but want to open a branch or simply need an address in the capital (e.g., for image reasons or the need to register a branch), a virtual office in Warsaw is an ideal solution. You can legally operate in Warsaw without moving the entire company.
Companies conducting mobile activities
Entrepreneurs who spend most of their time at the client's location, in the field, or abroad (e.g., consultants, agents, sales representatives) also value virtual offices. This gives them the assurance that no important shipment will be missed, and the company has a stable base in the country.
In practice, a virtual office is for anyone who doesn't need a physical office on a daily basis, while also wanting to meet the legal requirements of having a registered address and caring about a professional image.
Is using a virtual office complicated?
Using a virtual office is very intuitive. After the initial configuration (choosing services and registering the company), most activities happen automatically from your perspective. It's the VBiuro staff who ensure your letters are received and your packages safely stored. You receive notifications and decide what to do next. Many offices also offer an online panel where you can check correspondence history, request document scanning, or extend your agreement – all remotely.
The VBiuro client panel allows easy management of correspondence and virtual office services
Example of operation – case study
John and his consulting company
John is setting up a one-person consulting company in Warsaw, but he works mainly from home and at clients' locations. However, he wants his company to have a prestigious address in the city center, not his residential address. John decides on a virtual office package at VBiuro.
He signs an agreement and registers the business at VBiuro's address. From then on, all official letters (e.g., from Social Security or the Tax Office) and courier shipments arrive at VBiuro's reception. John is informed about them by email.
When he receives an important letter from an office, he requests scanning – within a few hours, he has the document by email, allowing him to respond quickly. When he needs to meet with a client, he books a conference room at VBiuro for an hour. Thanks to this, his client comes to John's official company address.
After the meeting, John returns to remote work. This way, John enjoys all the advantages of having an office for a small monthly fee, without incurring the costs of renting a traditional space.
FAQ – Frequently asked questions about virtual offices
Is a virtual office the same as a post office box or virtual address?
Not entirely. A virtual office is a broader service than just a mailbox. It includes an address but also mail handling and other office services. A post office box (P.O. Box) only provides an address for receiving letters, while a virtual office offers a real address (often in an office building) and people who handle your mail, and often also phone calls or provide office space.
Can I register any type of company at a virtual office?
Yes, a virtual office is suitable for both sole proprietorships (JDG) and companies (e.g., LLC, limited partnerships, etc.). It's important to have a document confirming the right to this address when registering a company (agreement with the virtual office provider). Most providers, including VBiuro, accept registration of various legal forms of business.
What about authorities – will the tax office or social security make problems because the company has such an address?
The mere fact of having an address in a virtual office is not a problem for authorities. Virtual offices are legal and accepted, as long as the company properly fulfills its obligations (reports the address as headquarters, collects correspondence, pays taxes, etc.). In case of a potential audit from an office (e.g., tax office), it's enough to provide accounting documents and the address rental agreement. You still have the same obligations as with a traditional address.
How much does a virtual office cost?
Virtual office prices in Warsaw start from a few dozen zlotys per month for basic packages (address and mail collection). More comprehensive packages with phone service or room rental can cost a few hundred zlotys per month. In any case, it is usually much cheaper than renting an office yourself. At VBiuro, prices start from just 29 PLN per month.
Won't clients be suspicious seeing an address where many companies operate?
Nowadays, using a virtual office is quite common, especially among small businesses and startups. A professional address in the center of Warsaw often inspires trust. What's more important for business partners is whether the company performs its services well. For certainty, you can inform more important partners that you work remotely, and the address is mainly for correspondence. Most won't even notice, especially if you can arrange a meeting at this address (which a virtual office enables).
Our virtual office packages - from 29 PLN monthly
VBiuro offers comprehensive virtual office services at attractive prices. Choose a package tailored to your company's needs:
Choose a payment plan
Select yearly or biennial payments to get a lower monthly price
PROMO
when signing a bookkeeping contract
net per month
- Business registration address
Marcina Kasprzaka 31/119,
01-234 Warsaw - Incoming mail handling
regular letters, registered mail, couriers - Email notification about new correspondence
- Unlimited mail scanning
- Client portal 24/7
- Mobile app 24/7
- For sole proprietorships and registered companies
- 14-day full refund policy
- Forwarding received letters to a specified address in Poland - once a month
- 1 hour of conference room per month
- Assistance with company registration - CEIDG, KRS, Tax Office, Social Security, REGON and CRBR
STANDARD
net per month
- Business registration address
Marcina Kasprzaka 31/119,
01-234 Warsaw - Incoming mail handling
regular letters, registered mail, couriers - Email notification about new correspondence
- Unlimited mail scanning
- Client portal 24/7
- Mobile app 24/7
- For sole proprietorships and registered companies
- 14-day full refund policy
- Forwarding received letters to a specified address in Poland - once a month
- 1 hour of conference room per month
- Assistance with company registration - CEIDG, KRS, Tax Office, Social Security, REGON and CRBR
PRO
net per month
- Business registration address
Marcina Kasprzaka 31/119,
01-234 Warsaw - Incoming mail handling
regular letters, registered mail, couriers - Email notification about new correspondence
- Unlimited mail scanning
- Client portal 24/7
- Mobile app 24/7
- For sole proprietorships and registered companies
- 14-day full refund policy
- Forwarding received letters to a specified address in Poland - once a month
- 1 hour of conference room per month
- Assistance with company registration - CEIDG, KRS, Tax Office, Social Security, REGON and CRBR
Select a payment option (Yearly, Monthly, Biennial) and click on your chosen package to generate an agreement online.
The whole process takes just 5 minutes!
Summary
A virtual office is a convenient and economical solution for entrepreneurs who want to have a professional company address in Warsaw and access to office services, without the need to maintain a physical headquarters. This allows you to focus on running your business while entrusting administrative matters to specialists.
If you're starting a company or want to move your business to Warsaw, consider using VBiuro services. Contact us today to learn about our virtual office offer – we'll be happy to help you choose a service package tailored to your needs and provide a prestigious address for your company.
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Choose a VBiuro package and start professional service for your company today!
