You're renting out a property and wondering how to handle the tax side. It's worth understanding — because getting it wrong, whether through under-reporting or miscalculating allowable expenses, is one of the most common landlord mistakes. And one of the easiest to avoid with accurate records.
Work it out now: the rental income tax calculator shows the 8.5% and 12.5% flat rates, the monthly payment schedule and the month you cross the PLN 100,000 threshold.
The Basic Principle
Rental income is taxable. The exact rules vary by country, but the core principle is consistent: you pay tax on rental profit — income received minus allowable deductions. In some jurisdictions (including a flat-rate system) you pay tax on gross income with no deductions. In others you can offset a range of costs before calculating tax due.
Whatever system applies to you, accurate record-keeping is the foundation. You cannot file correctly without knowing exactly what you received and when. In Poland there is also a separate reporting duty for the tenancy itself: an occasional lease must be reported within 14 days of the start of the tenancy, a procedure described in the article on reporting an occasional lease to the tax office.
What Counts as Rental Income?
Rental income generally means the rent you receive. Where utilities are paid separately by the tenant directly to the provider, those amounts are typically not your income. But where you charge an all-inclusive rent and pay utilities yourself, the full amount received is income — before you deduct the utility costs as an expense.
Getting this distinction wrong is a frequent source of problems during tax investigations. The simplest safeguard is a record that separates rent from utility advances at the level of each individual payment — how to keep one is covered in the article on separating rent from utility advances in your records.
Typically Deductible Expenses
Depending on your jurisdiction, the following costs are often deductible against rental income:
- Repairs and maintenance — fixing what is broken, not capital improvements
- Insurance — building and contents policies
- Property management fees — if you use an agent
- Safety inspections and certificates
- Accountancy fees for the rental income
- Advertising costs for finding tenants
Capital improvements (new kitchen, extension, structural work) are generally not immediately deductible as expenses, though they may reduce tax on any gain when you sell the property.
How SmartRentier Supports Tax Filing
Accurate tax filing starts with accurate records — income tracked by month and by property, costs assigned to the property that incurred them.
SmartRentier does this automatically: every rent payment is recorded with a date and assigned to the specific property and tenant. In the financial analysis module you can generate an income report for any tax year — a ready summary for your accountant or for self-assessment filing.
With multiple properties, SmartRentier shows your total portfolio income in real time — useful for tracking whether you are approaching any threshold that would change your tax rate.
Costs You Cannot Deduct — But Should Still Track
Even costs that are not tax-deductible in your system are worth recording — because they reveal the real profitability of each property. A high-rent flat with constant high repair costs may return less than a cheaper, well-maintained unit.
The cost module in SmartRentier lets you assign every expense to a specific property. After a year, you have a complete income and cost breakdown per unit — not for tax purposes alone, but for managing your portfolio with clear data.
Keep accurate income records without the effort — SmartRentier records every payment automatically. Start for free — the Kawalerka plan is free forever, no card required.