Virtual Cash Register

Turn your phone into a virtual cash register.

Run your business in a modern way. Fiscalise sales on your smartphone wherever you are. Choose a cheaper and more flexible solution for your business. Have the cash register always at hand, in your pocket.  

FAQ

Virtual Cash Register in snapshot

Thanks to the Virtual Cash Register app (Wirtualna Kasa Fiskalna, WKF), which you download to your smartphone from Google Play, you will be able to fiscalise receipts on your smartphone. Wherever you are.

WKF is a modern solution for entrepreneurs, significantly reducing the costs of business activity (see the questions and answers section> hyperlink).

The WKF application can also be considered as an alternative solution to existing fiscal cashier and printers (i.e. in gastronomy for drivers with home deliveries or for entrepreneurs running guest houses).

Management center
in your pocket

issuing invoices and receipts (Standard ERP application) collecting payments with a payment card (SoftPOS)  virtual cash register / fiscal printer (Virtual Cash Register)  SIM card - modern telecommunications services (Orange)  

Together with other elements of the SolutionsBay’s offer, such as a cash register on your smartphone, an application for issuing invoices and receipts, mobile telecommunications services or supply of a wide range of smartphone, you can create a management center for your company just on your phone.

SolutionsBay as one source. Mobile and modern.

Compare the benefits of the WKF application and the traditional hardware cash register

Virtual Cash Register WKF Traditional hardware cash register
Cost The cost of the license starts from PLN 35 net / month.

Additionally, you can lower your costs by suspending your license off-season (you don't pay the monthly subscription) when, for example, you closed the seasonal business. 		The cost of purchasing a cash register starts from about PLN 1,200 net, and for fiscal printers even from PLN 2,200 net.
Device Any Android smartphone. You can even use your own telephone. You are forced to install or carry an additional device with you. you cannot use this device for anything other than the fiscalization of sales.
Additional offers SolutionsBay offers additional solutions that are not available to suppliers of traditional cash registers:

1.phone subscription starting from PLN 19.90 / month
2. a wide range of smartphones
3. financing the purchase of a smartphone - leasing or bank loan
4. full range of ICT services 		Not available in practice. The offer of traditional cash register dealers does not go beyond the area of fiscalisation and the cash register itself.
Instalacja i fiskalizacja Self-care, No cost Requires a paid visit by a service technician (on average PLN 200 net)
Integration with a payment terminal Automatically in the app. On your smartphone, you can download card payments via the SofPOS application. More information about the SoftPOS application can be found here. Traditional cash registers (printers) are not integrated with the payment terminal. They require separate arrangements, often difficult to implement.

The so-called cash-terminals, specialized devices only for fiscalisation.
700 PLN tax bonus You can take advantage of the 700 PLN bonus You can take advantage of the 700 PLN bonus
Period of validity The validity period of the virtual cash register is 10 years from the date of fiscalisation
Access to sales data Unlimited access through the application on a smartphone or the Customer Portal on a Computer Not all hardware cash registers allow access to online sales data via a browser.

Only at SolutionsBay!


only with us you can additionally and in one place:

How to installand prepare WKF app for use?

If you wish, our Customer Care Dpt may assist you during the whole process of app deployment, and further if any issue appears.

contact us

sign the contract

download and activate the application

Voila! Your smartphone is ready to collect payments

Frequently asked questions

Sales
Technical
Legal / Accounting

Contact

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    We are interested in:

    Virtual Cash registerBuying a smartphonespreading the purchase of a smartphone into installments (credit or leasing)an offer of telecommunications servicesOther

    The content of this website does not constitute an offer according to Art. 66 of the Civil Code. The website is only information and is an invitation to contact aiming possibly conclusion of a contract (see Art. 71 of the Civil Code).

    SolutionsBay is the commercial brand under which iDream Business Center Sp. z o.o. Sp. k. with its seat in Kielce (iDream BC) is operating on the marketplace. iDream BC is an authorized agent of Wirtualne Kasy Fiskalne Sp. z o.o.

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    Frequently asked questions:

    The Polska Bezgotówkowa program is addressed to all entrepreneurs in order to popularize non-cash payments.

    Your company can take advantage of the program if:

    1. you have not participated in Polska Bezgotówkowa program before
    2. for the period of the last 12 months, your company has not had a payment terminal (it did not have a contract with an acquirer)

    Benefits for your company:

    1. as part of settlements, as a non-returnable prepayment, you receive the amount of PLN 250 net at the beginning
    2. You don’t pay the monthly subscription
    3. You don’t pay commission for payment transactions

    The above benefits are available to the entrepreneur for no longer than 5 months from signing the contract and not more than for a turnover of up to PLN 42,000. zlotys. You can submit one payment terminal (SoftPOS application) to the Polska Bezgotówkowa program.

    The SoftPOS application has no limits as to the amount of accepted payments. Amounts up to PLN 100 do not require PIN authorization, while for higher amounts, thanks to the PIN on Glass technology, the customer can enter the authorization code on the smartphone screen. In the case of payments using electronic wallets (Google Pay or Apple Pay), the authorization of higher amounts takes place in these applications.

    You can install the SoftPOS application on any device with Android 8.0 or newer that has the NFC (Near Field Communication) option. Such a device can be a smartphone, tablet or other Android device (e.g. a specialized POS terminal).

    Yes, when you do not collect payments with SoftPOS app, you can use your smartphone as usual. You can make calls, send SMS and use other applications. Without any restrictions.

    You can accept contactless payments on your smartphone. The customer can pay in any way: with a payment card, telephone or watch (another so-called wearable), as long as they have a payment card installed on them.

    The payment clearing agent is Worldline Financial Services (Europe) S.A. Joint stock company, one of the largest agents in the world. Worldline is a national payment institution within the meaning of Art. 2 point 16 of the Act of 19 August 2011 on payment services, entered into the register of National Payment Institutions kept by the Polish Financial Supervision Authority. More information about WorldLine: https://www.six-payment-services.com/pl/home.html.

    The payment taken by the SoftPOS application shall be in your bank account the next business day. No delays.

    Yes. You can activate the SoftPOS application on many smartphones. Activation takes no more than a minute. Important: One SoftPOS application can only be active on one smartphone at a time. But through the SoftPOS management portal, you can easily deactivate it and run it on another smartphone. An indispensable solution for companies working in shifts or when employees need to collect a payment from time to time, e.g. in the field directly at your customers.

    SoftPOS is definitely a cheaper solution than a traditional payment terminal. Interestingly, when you do not have transactions in a month, not even a monthly subscription fee is charged! The subscription itself starts at PLN 7.00 net (compared to several dozen for a traditional terminal), and the commission for transactions is comparable to the commission charged on traditional terminals.

    When we add the Polska Bezgotówkowa program to it, SoftPOS is second to none!

    Probably the most important distinguishing feature is that you do not need an unnecessary device, such as a traditional payment terminal. You extend the previously unattainable possibilities of your smartphone to accepting payments.

    SolutionsBay offers a full range of cashless payments, including an offer for traditional terminals. We also offer eCommerce payments to your eShop along with integration and consulting. When filling out the contact form, enter a note about your interest in traditional terminals and / or eCommerce payments to your e-Store.

    Frequently asked questions:

    Objectively speaking, using the WKF application is the cheapest solution available for entrepreneurs. Additionally, you can take advantage of a PLN 700 discount, similar to the purchase of a hardware cash register.

    Additionally, you can cut costs by
    1.conclusion of a fixed-term contract,
    2. do not pay for the license subscription in the off-season, if you run a seasonal activity
    3. take advantage of additional promotions organized by SolutionsBay.


    Probably the most important distinguishing feature is that you do not need an unnecessary device, such as a traditional hardware cash register. You extend the possibilities, previously unattainable, of your smartphone with a cash register.

    We see only the advantages of our WKF application. We compared the purchase and installation of the WKF application to a traditional hardware cash register. And here’s what we got out:

     

    Virtual Cash Register WKF

    Traditional hardware cash register

    Cost

    The cost of the license starts from PLN 35 net / month.

     

    Additionally, you can lower your costs by suspending your license off-season (you don’t pay the monthly subscription) when, for example, you closed the seasonal business.

     

    The cost of purchasing a cash register starts from about PLN 1,200 net, and for fiscal printers even from PLN 2,200 net.

    Device

    Any Android smartphone. You can even use your own telephone.

    You are forced to install or carry an additional device with you. you cannot use this device for anything other than the fiscalization of sales.

     

    Additional offers

    SolutionsBay offers additional solutions that are not available to suppliers of traditional cash registers:

    1.phone subscription starting from PLN 19.90 / month

    2. a wide range of smartphones

    3. financing the purchase of a smartphone – leasing or bank loan

    4. full range of ICT services

    Not available in practice. The offer of traditional cash register dealers does not go beyond the area of fiscalisation and the cash register itself.

    Instalacja i fiskalizacja

    Self-care, No cost

    Requires a paid visit by a service technician (on average PLN 200 net)

    Integration with a payment terminal

    Automatically in the app. On your smartphone, you can download card payments via the SofPOS application. More information about the SoftPOS application can be found here.

    Traditional cash registers (printers) are not integrated with the payment terminal. They require separate arrangements, often difficult to implement.

     

    The so-called cash-terminals, specialized devices only for fiscalisation.

     

    700 PLN tax bonus

    You can take advantage of the 700 PLN bonus

    You can take advantage of the 700 PLN bonus

    Period of validity

    The validity period of the virtual cash register is 10 years from the date of fiscalisation

     

    Access to sales data

    Unlimited access through the application on a smartphone or the Customer Portal on a Computer

    Not all hardware cash registers allow access to online sales data via a browser.

     

    There is one limitation on the virtual cash register: not every entrepreneur has the right to use the cash register in the form of software. The restriction is imposed by the Ministry of Finance, as of April 20, 20200 the list of economic activities to which you can apply the WKF application can be found here.

    All updates are available to you free of charge. The application is updated in the usual way like any other application

    Yes, you can suspend and resume your subscription to the WKF application. Just remember that the cash register is valid for 10 years of the fiscal date. After this period, you only need to carry out the fiscalisation process again (independently and at no cost). The method of payment will remain the same.

    The minimum period for which you must purchase a WKF application license is one month.

    Currently, we can choose from a monthly, annual and two-year subscription. After the license expires, you can purchase another license. The cash register, without re-fiscalisation at the Ministry of Finance, may operate for a maximum period of 10 years from the moment of its fiscalisation at the Ministry of Finance.

    First of all, with us. Send us an inquiry or call us.

    Training materials are available on our website (see more here). Installation of the WKF application and its fiscalisation in MF does not go beyond the installation of a typical mobile application, and the operation itself is intuitive.

    We are ready to prepare an individual offer, depending on your expectations. Contact us to arrange the details.

    The WKF application works with most of the available POS applications on the market. The list of cooperating applications is constantly changing. Please contact us to confirm that the WKF application is integrated with your POS system.

    Frequently asked questions:

    To print the receipt, we can use any printer, e.g. thermal or voucher printer, which is the equipment of the premises. Remember that the customer may receive a confirmation of the purchase in the form of the so-called e-Receipt. Then you don’t need to print the receipt at all!

    Yes. Remember that the condition for the WKF application to work with the printer is that the printer and the device on which the WKF application is installed are connected to the same WiFi network.

    Yes. Remember that the BT interface has a limited operating range of a few meters.

    We work with the majority of POS software producers available on the Polish market – both from Polish and foreign suppliers. The list of cooperating systems is constantly changing. Send us an inquiry whether your system is compatible with the WKF application.

    SolutionsBay recommends the Standard ERP application as the most competitive. You can find more about the Standard ERP application here.

    Yes – the application can also function as an independent cash register without the need to connect it with POS systems or ERP systems.

    The WKF application as a standalone application is especially useful for smaller entrepreneurs looking for fiscal solutions with low costs.

    Yes – if the place where you are using the WKF application prevents permanent connection
    to the Internet or the connection is of poor quality. Sales data will be sent as soon as possible when the quality of the internet connection improves. The frequency of data sending complies with the requirements (protocol) for on-line cash registers and fiscal printers. We emphasize that the primary rule is to update the MF repository on a regular basis

    Yes – if there is no access to the Internet at the time of its use, the WKF application will work offline and the data will be sent to the Central Repository of Cash Registers (CRK) after connecting to the network of satisfactory quality. However, the WKF application should connect to CRK at least once a day.

    In case of damage to the device, then install the application on another device and assign the cash register license to this new application and device (the license is assigned via the Customer Portal, see the question below). In this way, you will continue to use the previously paid license on the new device.

    NOTE: It should be emphasized that the sales history will be available only through the Customer Portal (on the device on which the WKF application will be installed again, the sales history will not be available).

    NOTE: Regardless of ensuring the continuity of the WKF application (ensuring business continuity), such fact should be reported to the Tax Office within 3 days from the date of such event.

    Yes, the producer of the WKF application runs a 24/7 hotline. The hotline is available at 507-001-006.

    Additionally, when you purchased the technical support service at SolutionsBay, you have additional support from 9:00 am to 4:00 pm, except on public holidays and non-working days. You can read more about the terms of service and support by SolutionsBay here.

    Yes – the WKF application integrates with payment solutions available on the Polish market. At this point, we recommend concluding a contract for the SoftPOS application, which will allow you to download payments with a payment card on the same device on which the WKF application is installed. You can find more information about the SoftPOS application here.

    This is how one cash register can handle many devices.

    NOTE: the condition for such a system configuration is the purchase of an appropriate number of additional “Virtual Fiscal Printer” licenses. An additional license allows you to connect multiple devices (workstations) to one cash register (registered in the MF under a specific identification number).

    NOTE: remember that the WKF application must be installed on each device at the workplace.

    Yes – you can place your own graphic file on the receipt printout. The graphic file should be in .jpg or .png format.

    You can install the WKF application on any devices that work with the MS Windows or Android operating system.

    Yes, when you do not use the WKF application, you can use your smartphone as usual. You can make calls, send SMS and use other applications. Without any restrictions.

    The user can independently enter the product database and modify it on an ongoing basis. The Customer Portal available through the browser will be helpful here

    There is no need. Installation and fiscalization process can be done independently. Unlike online hardware cash registers, Virtual Cash registers are fiscalized remotely, directly from the application. All you need to do is complete the basic data about your company, the address of the point of sale and confirm your intention to fiscalise. The server of the National Tax Administration will confirm the execution of fiscalisation within seconds and will assign your cash register a registration number. That’s all there is to do. Voila! you can sell!

    You can download and install the application yourself. The entire operation, including fiscalisation, will take no more than 10 minutes. You can start selling immediately. Voila!

    Frequently asked questions:

    Certainly yes, the WKF application is safe. Just like in the case of hardware cash registers
    and online fiscal printers, also the Virtual Cash Register application (WKF application) has been approved by the Central Office of Measures, approval number xxxxxx. The approval confirms that the WKF application meets all the required security and cryptography standards.

    Sales data are collected on an ongoing basis in the WKF cloud (while they are sent to the RKF Cash Register Repository) and there they are secured against loss or destruction. You will have access to this data 24/7 through the Customer Portal. You will be able to download this data to your computer.

    The fiscalization activity does not require contact with us. You can make fiscalization yourself, in a few steps, directly from the application.

    NOTE: Remember that before starting the sale (retail sales records) you are obliged (as a taxpayer) to fiscalize the cash register.

    Yes – the application offers daily, monthly and periodic reports.

    You will be able to download the data in the selected format (eg PDF) to your computer / mobile device.

    WARNING. Remember that, as a taxpayer, you are required to keep fiscal documents for a period of 5 years, counting from the end of the calendar year in which the tax period expires (tax liability limitation period).

    The taxpayer, similarly to other types of cash registers, in the event of errors or returns will be required to keep separate records specified in the regulation on cash registers in the form of software. It follows from this regulation that returns of goods and accepted complaints about goods and services are not recorded in the online virtual checkout. In the event of an obvious error in the records, the taxpayer shall immediately correct it by including in a separate record of errors: incorrectly recorded sales (gross sales value and the amount of tax due); a short description of the cause and circumstances of the mistake and by attaching a fiscal receipt confirming the sale where there was an obvious mistake.

    Yes, you can print the receipt in paper form.

    The cash register does not print invoices. It only prints receipts. In accordance with generally applicable fiscal regulations, you can put information about the customer’s VAT identification number on the receipt, but still the document is a receipt (the receipt with the customer’s tax identification number is not an invoice).

    Yes, the WKF application can print other documents, including card payment confirmation (NOTE: to print the card payment confirmation, it is necessary to integrate the WKF application with the SoftPOS payment terminal application. Remember that we provide such integration of the WKF application (cash register on a smartphone) with the SoftPOS application (payment terminal on a smartphone). You can find the SoftPOS application here.

    Sales data is stored on the servers of the National Revenue Administration (MF Repository) and on the servers of the WKF application manufacturer.

    Yes – In the Online Customer Panel, you can keep track of the sales recorded in each application. (on each virtual cash register).

    Yes – you can have both a traditional hardware cash register and a cash register in the form of software. However, we suggest that you consider a uniform accounting system in your company, in particular when it comes to the comfort of your employees’ work.

    Yes, the WKF application is fully compliant with the Ministry of Finance regulation on online cash registers and meets all the requirements contained therein. Confirmation of compliance with these requirements is the approval issued by the Central Office of Measures, approval number: xxxxx. you can check more here.

    If you have not yet completed the fiscalisation of the virtual cash register (you have not sent the data to the MF), it is enough to go back to the previous step in the configurator and correct the data. However, if the fiscalisation was carried out with incorrect data (you received the confirmation of fiscalisation from the Ministry of Finance), you should report this fact to the competent Tax Office and follow the general guidelines in this regard.

    You can install as many WKF applications in your company as you want.

    As is the case with other types of cash registers, taxpayers keeping sales registers through cash registers are required to keep copies of fiscal documents for a period of 5 years, counting from the end of the calendar year in which the tax period expires (tax liability limitation period). . You will be able to export data from the WKF application to an external medium.

    In our opinion, you can use the WKF application, but to be absolutely sure, the manufacturer of the application asked the Director of the National Tax Information. We will post a reply after receiving it.

    According to the ordinance of the Minister of Finance, such fact should be reported to the appropriate Tax Office within 3 days. You do not incur any additional costs – just download the WKF application again and install it on the new device.

    NOTE: you must indicate on the Customer Portal that the previous cash register has been lost. After fiscalisation on the new device, the system will assign a license from the lost cash register (the operation of the previous cash register will be continued)

    Yes – the application allows you to issue e-receipts. The customer will receive such a receipt to the e-mail address provided by him or via SMS to the telephone number provided.

    The cash register is valid for a period of 10 years from the moment of its fiscalisation. But to be able to use it, you must have a paid subscription. If the license expires, you can renew it at any time in the future (e.g. you stop paying the subscription when you close your seasonal business and pay your subscription again for a year when you open it again)

    Pursuant to the applicable law, the entrepreneur must issue a receipt in paper form at the customer’s request. In the case of the WKF application, it can be printed on any printer, e.g. a termination printer, a voucher or an ordinary laser printer.

    In our opinion, yes, but in order to be absolutely sure, the application manufacturer asked the Director of the National Tax Information. We will post a reply after receiving it.

    Not every entrepreneur can use a virtual cash register. The list of activities covered by the consent to use the virtual cash register is specified by the Minister of Finance in the form of a regulation (Journal of Laws, item 965, 2020; Journal of Laws, item 619, 2022). As of April 20, 2022, entrepreneurs conducting the following activities may use cash registers in the form of software (virtual cash registers):


    1. passenger car transport services, including taxi, with the exception of occasional transport, referred to in Art. 18 sec. 4b point 2 of the Act of 6 September 2001 on road transport (Journal of Laws of 2019, item 2140 and of 2020, item 875);

    2. passenger car rental services with a driver (PKWiU 49.32.12.0);

    3. services related to removals, provided to households (PKWiU 49.42.11.0);

    4. passenger road transport services by means of vehicles powered by human muscles or drawn by animals (PKWiU 49.39.35.0);

    5. passenger, scheduled, intercity and generally accessible road transport services (PKWiU 49.39.11.0);

    6. passenger, scheduled, urban and suburban road transport services (PKWiU 49.31.21.0);

    7. passenger, urban and suburban rail transport services (PKWiU 49.31.10.0);

    8. intercity passenger rail transport services (PKWiU 49.10);

    9. passenger transport services, overground cable cars, cable cars and ski lifts (PKWiU 49.39.20.0);

    10. sea and coastal passenger and ferry transport services (PKWiU 50.10.11.0);

    11. sea and coastal passenger transport services on cruise ships (PKWiU 50.10.12.0);

    12. inland passenger and ferry water transport services (PKWiU 50.30.11.0);

    13. inland passenger water transport services by cruise ships (PKWiU 50.30.12.0);

    14. inland passenger water transport services by excursion boats (PKWiU 50.30.13.0);

    15. other inland passenger water transport services (PKWiU 50.30.19.0);

    16. regular domestic passenger air transport services (PKWiU 51.10.11.0);

    17. non-scheduled domestic passenger air transport services, except for sightseeing purposes (PKWiU 51.10.12.0);

    18. hotel and similar accommodation services (PKWiU 55.10);

    19. services of tourist accommodation establishments and short-term accommodation facilities (PKWiU 55.20);

    20. services provided by campsites (including campsites for motorhomes) and campsites (PKWiU 55.30);

    21. other services related to accommodation (PKWiU 55.90);

    22. restaurant and other catering services (PKWiU 56.10);

    23. food preparation and delivery services (catering) for external recipients (PKWiU 56.21);

    24. other catering services (PKWiU 56.29);

    25. beverage preparation and serving services (PKWiU 56.30);

    26. sale of coal, briquette and similar solid fuels made from coal, lignite, coke and semi-coke intended for heating purposes.

    27. car washing and cleaning services and similar services (PKWiU 45.20.30.0), including with the use of customer-operated devices which accept payment in coins or banknotes or other (non-cash) form in a maintenance-free system.

    In the event of a change to the above list, we will inform you. We hope that soon the restrictions on the use of cash registers in the form of software will be removed completely.