How to set up a virtual office?

Starting a business requires choosing the right address, which must be formally approved. A virtual office is a convenient solution for many entrepreneurs, allowing them to use a prestigious address and additional services.

How to prepare for starting a business - tips for beginners

Starting a business requires a few checks and decisions. First, it is worth checking whether what we want to do requires a license, permit, or entry in the register of regulated activities.

Next, you need to decide what legal form your business will take. Will it be a sole proprietorship or a partnership?

Before proceeding with the formalities, it is also worth coming up with a name for the company. It is good if it is a recognizable name that means something, rather than just another Darex, Marex, or Świat alkoholi (World of Alcohol).

You also need to choose the right PKD codes, especially the main one. It may be worth thinking this through carefully, especially given the recent experiences of many entrepreneurs during the pandemic. Whether you could continue running your business or had to close it down depended on your PKD code. The same applied to compensation for downtime from the State Treasury.

Well, and you need to choose where to register your company. You can register it at home, in a rented or specially bought room, but you can also set up a virtual office.

Why are more and more entrepreneurs opting for a virtual office?

Setting up a virtual office is exactly the most convenient solution. We apply to a company that runs such offices, sign a contract and we can already register a company at its address.

By signing the agreement, we gain the right to use its address, i.e., the right to the premises. No authority can object to this.

If we choose the right company, we also gain the opportunity to commission the establishment of our virtual office. Of course, we can set up our own company, but professionals will do it faster and more efficiently.

What to follow when choosing a place to set up a virtual office?

Factors to consider when looking for a virtual office

A prestigious address for your business

The first thing to pay attention to is the address. It should not be a flat in a block of flats. Any addresses such as "7 m 14, Some Street" are out of the question. After all, our company will be registered at this address, we will provide it everywhere, it will be our showcase. We probably don't want the address itself to suggest that we are not running a serious business, but rather a cottage industry.

The address should only include the house number. And it should be a prestigious address, in the city center, not on the outskirts.

Individual approach to the customer

There are many companies that set up virtual offices. The market is dominated by giants, with thousands of companies registered at a single address. In such cases, it is difficult to expect individual service.

When calling, we have to take into account that we start by explaining who we are. What is more, in such a collective, human error is more likely to occur, which can cost us a lot of money. A small boutique company seems to be a better solution.

Additional services for companies

What else should we pay attention to when choosing a company for our virtual office? On additional services. Is it possible to set up a dedicated phone line, is there a conference room, does the company keep you informed about correspondence, does it scan it or send back originals, how often....

Of course, the individual needs of each company are different, but when setting up a virtual office, it is worth checking in advance whether we will get everything we may need over time.

Registering a virtual office with Biznes Spot - an easy and quick process in just a few steps

Registering a company in a virtual office Biznes Spot is quick and easy. It can be done entirely online, in, let's call it a mixed way, or stationary.

The online registration process is as follows:

1. You must send data to Biznes Spot as your tax identification number (NIP), statistical number (REGON), National Court Register number (KRS), details of the person registering, contact telephone number and email address, and your chosen company service package.
2. In response, Biznes Spot will send a draft agreement;
3. If everything is OK, Biznes Spot a pro forma invoice for the service and a bill for a deposit equal to one month's service;
4. Both parties must use a qualified signature for the final signing of the contract.

In case the registrant of the company in the virtual office does not have a qualified signature, he can print out the agreement, sign it and send it to Biznes Spot. It will be sent back to him after signing.

It is also possible to handle all paperwork stationary by coming to one of the Biznes Spot offices. We recommend making an appointment in advance. All the paperwork for registration in a virtual office can be done in one day.