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What is Datova Skhranka and why do companies and individual entrepreneurs need it? Datová Schranka or Data Box is an electronic communication system operated by the Czech government. It provides secure document exchange between natural and legal persons as well as public authorities. This system allows documents sent electronically to have the same legal effect as paper documents. Datová Schranka serves as a vital tool for both citizens and businesses, especially for maintaining effective communication with public authorities. If you are an entrepreneur or business owner in the Czech Republic, understanding how Datová Schranka works can simplify your operations and ensure compliance with legal obligations. As of January 1, 2023, all companies, including sole proprietorships in the Czech Republic must have a Datová Schranka (Datová Schranka). Once registered, all public authorities will use it as the main way of contacting you. For those who are often out of the country, this is an invaluable service to ensure that important emails are not missed. However, users are required to check the data box at least once a week to ensure they do not miss important messages. How to create a Datová Schranka (Datová Schranka): To start a data box, you need to visit a CzechPOINT office, which is usually located in most post offices throughout the country. You will need to present a valid ID, such as a Czech ID card or biometric residence permit. After verifying your identity, the operator will process your application and you will receive an activation code by mail within 30 days. Working principle: Datová Schranka works as a secure e-mail system for official correspondence. Users can log in to the system, compose a message and attach documents to it for submission to public authorities. Messages sent through the system are time-stamped, which guarantees their authenticity. All messages are stored in the system for 90 days after they are read, after which they are deleted if they are not downloaded. Features of use for businesses and individuals Each business entity has only one data box, to which only authorized persons of the company have access The system is overseen by the Ministry of the Interior, with the Czech Post acting as the official operator Electronic documents sent via Datová Schranka have the same legal force as paper documents For companies, the use of the Datová Schranka system is crucial because it guarantees safe and reliable communication with government authorities. Incorrect use of the system can lead to legal sanctions For companies, messages received at Datová Schranka are considered officially delivered, even if they have not been opened by the recipient. This is especially important for meeting deadlines set by tax authorities and other government agencies. Obligations for entrepreneurs and companies: As soon as your company is registered in the Commercial Register, a Datová Schranka is automatically created for it. You will receive login credentials by mail. If these credentials are not received within 10 days, they will be returned to the Ministry of the Interior and further steps will need to be taken to obtain them. Important: You must log in to Datová Schranka within 15 days of receiving your credentials, even if no official communication has been received. Failure to do so may result in missed deadlines or penalties. Benefits: Accessibility: Datová Schranka can be accessed from anywhere with an internet connection, making it ideal for remote working Time saving: Documents can be submitted to the authorities in seconds without the need to visit offices Legal validity: Documents sent through the system have the same legal effect as their paper counterparts No cost: The system is free for all users, including businesses and individuals Disadvantages: Single account: Each person or business has only one Datovou Schranky box Mandatory check: You must log in regularly (at least once every 7-10 days) to avoid missing an important message, as once sent, messages are legally binding Format limitations: The system supports common file formats (PDF, DOC, XLS, JPG), but if a file is incompatible, authorities may request it in another format Compliance with legal requirements with Datová Schranka is an essential tool for entrepreneurs and companies operating in the Czech Republic. It not only simplifies communication with state authorities, but also guarantees the legal authenticity of your electronic documents. Although there is an obligation to check the system regularly, its convenience and security far outweigh the disadvantages. If you do not know how to manage the Datová Schranka system or you need help setting it up, our accounting firm is ready to provide you with full support. For more information or assistance with Datová Schranka registration, contact our experts today. Translated with DeepL.com (free version). Make an appointment for a consultation Learn how to do your bookkeeping efficiently and safely without hassle

Every year thousands of entrepreneurs in the Czech Republic face the need to fill in a tax return. An incorrectly filled in tax return can lead to fines and other unpleasant consequences. Let’s look at the most common mistakes that should be avoided. Errors in personal data Check that all your personal details, full name, are correct and without typographical errors. Make sure that the address of registration or residence is up-to-date. Incorrect phone number or email may result in the tax service not being able to contact you. Delay in filing a declaration The deadline for filing a declaration depends on the tax regime chosen and the method of filing (paper or electronic). Do not miss the deadline! Penalties may be charged for late submission of a declaration. Incomplete indication of income Indicate all income, including wages, income from entrepreneurial activity, rental of property, etc. If there are several sources of income, you must provide a certificate of taxable income from each employer. Errors in the calculation of tax benefits Not all benefits can be applied at the same time. Read the terms and conditions of each benefit carefully. You must provide the appropriate documents (e.g., children’s certificate, lease agreement) to prove your eligibility for the benefit. No signature Be sure to sign the paper declaration in your own hand. For an electronic one, use a qualified electronic signature. Incorrect completion of annexes All necessary documents (certificates, contracts, etc.) must be attached to the declaration. Make sure that the data in the annexes correspond to the data in the declaration. Errors in the calculation of depreciation and amortization Select the appropriate depreciation method depending on the type of property. Calculate the amount of depreciation accurately. Incorrect determination of the tax base Carefully examine which income and expenses are included in the tax base and which are not. Errors in VAT calculations VAT rates: Apply the correct VAT rates for different types of transactions. Accurately calculate the amount of VAT payable or refundable. Non-compliance with document retention periods Keep all primary documents for a set period of time (usually 5 years). Additional advice to entrepreneurs: Use specialized programs: They will help you avoid many mistakes. Consult an accountant: A professional will help you fill in the declaration correctly and avoid problems with the tax authorities. Follow changes in legislation: Tax legislation is constantly changing, so keep up to date with the latest news. Our website always has the latest and most up-to-date information. Important: This article is informational and is not a substitute for expert advice. Order a consultation with our specialist – entrust your reporting to professionals!

Focus on your business while we take care of your finances Tired of routine bookkeeping? Want to save time and money? Accounting outsourcing from FineRes is the ideal solution for your business. By outsourcing bookkeeping to us, you will be able to fully focus on the development of your company. Maintaining accounting and tax records in accordance with Czech law Preparation of financial statements Consulting on tax issues Personnel accounting and payroll calculation Choose the best option for your business Full outsourcing Transfer all accounting functions to our company. Ideal for companies that want to completely get rid of accounting worries Partial outsourcing You can choose individual services, such as tax accounting only or payroll. Flexible solution for companies with a small volume of accounting work Temporary outsourcing Support during peak periods or special projects. Great for seasonal businesses or scaling up Consulting outsourcing Get answers to any accounting and taxation questions you may have The benefits of accounting outsourcing include reduced costs of maintaining an in-house accounting department, increased efficiency by leveraging the expertise and specialization of external professionals, and the ability to focus on the core business of the company rather than administrative tasks. FineRes provides accounting outsourcing services for individuals and businesses, helping them to improve efficiency and reduce operating costs. Find out how we can simplify your bookkeeping – book a consultation!

So, what do you need to start a business in the CR? In the Czech Republic, commercial activities can be conducted by a Self-Employed Individual (Podnikatel) OSVČ or a Company (S.R.O.). OSVČ (Podnikatel) is an individual who conducts business without establishing a legal entity. An OSVČ is registered in accordance with the law and bears full responsibility for their activities. Steps to open an OSVČ Determine the types of activities Gather the documents required to open an OSVČ (sole proprietorship) Submit the documents to the živnostenský úřad Obtain the výpis z živnostenského rejstříku Register with: Finanční úřad Česká správa sociálního zabezpečení Všeobecná zdravotní pojišťovna ČR Register a Datová schránka at the post office Open a podnikatelský account in a bank Find a good accountant and lawyer for smooth business operations Documents for opening an OSVČ A certificate of no criminal record from your country of citizenship, translated into Czech and certified by a court translator. Souhlas s umístěním sídla (Consent for the registered address of the OSVČ). Selection of activities (include a link to the official website where types of activities can be reviewed). Passport, international passport, and proof of your legal stay in the Czech Republic, or a Czech work card (if you are from another country) or a Czech ID (občanka) if you have permanent residence or Czech citizenship. State fee of 1000 CZK. A contract from your main place of employment if the OSVČ is a secondary activity (vedlejší činnost). A document confirming the right to carry out a licensed business activity (required only if the selected activity is regulated). The process of opening an OSVČ takes 3-5 business days from the moment all documents are submitted. If you need any assistance with opening and managing your OSVČ, contact us. Our experienced accountants will help you choose the types of activities, gather all necessary documents, and set up your business quickly and efficiently. Steps to open an S.R.O. Prepare documents (passport, international passport). Choose a company name: check its uniqueness in the online registry. Define business activities: specify them using CZ-NACE codes. Appoint a director: this can be either a resident or a non-resident of the Czech Republic. Draft the founding agreement (it will contain the main information about your company). Notarize the agreement (this is a mandatory procedure). Register the company with the Commercial Court: Submit the notarized agreement and other documents to the nearest Commercial Court. Pay the registration fee. Obtain a registration certificate (it will confirm your company’s status). Register the company with the živnostenský úřad: Register as a sole trader (this is required for certain types of activities). Pay the registration fee. Obtain the živnostenský list (it is the equivalent of a sole proprietorship in the Czech Republic). Pay the state fee: Pay all required fees for company registration. Keep the receipts (they may be useful in the future). Open a company account in a bank. Deposit the share capital; the minimum amount is 1 Czech crown. Documents for opening an S.R.O. International passport and proof of your legal stay in the Czech Republic or a Czech work card (if you are a foreign resident), or a Czech ID (občanka) if you have permanent residency or Czech citizenship. A certificate of no criminal record from your country of citizenship, translated and certified in Czech (for the company director). In some cases, a Czech criminal record extract may also be required. Distribution of shares in percentages among the company founders (if there are 2 or more founders). Selection and appointment of the company director. Choosing a company name. Defining the scope of the company’s activities. Establishment of share capital (can be as low as 1 CZK). A document confirming the right to conduct licensed business activities (required only if the chosen activity is regulated). Souhlas s umístěním sídla (Registered address of the S.R.O.). It is important to note that when opening an S.R.O., the corporate income tax is 19%. If the company’s annual turnover exceeds 2 million CZK, it becomes a plátce DPH (VAT payer) at a rate of 21%. Congratulations! You have successfully registered your company in the Czech Republic! This process may take several weeks. If needed, you can seek assistance from our specialists. Ready to start a business in the CR? Book a consultation — we’ll guide you through every step, from business registration to accounting support