Version 2026-10-13.v2. These terms are provided before new orders are placed in the portal.
The service provider is Backoffice Outsourcing sp. z o.o., al. Stanów Zjednoczonych 72/12, 04-036 Warszawa, NIP 1132867570, KRS 0000470010. The portal is intended for cooperation with companies under the applicable terms and regulations. The person placing the order provides accurate information and confirms their authority to act on behalf of the company. Access to the company email alone does not replace verification of that authority.
All regulations published on Pliki Backoffice Outsourcing remain applicable insofar as relevant to the services ordered. They must also be read before placing an order. This applies in particular to Regulamin odbioru korespondencji, Ogólne Warunki Sprzedaży Produktów i Usług, Ogólne Warunki Handlowe and Regulamin świadczenia usług pocztowych.
The terms of a specific order presented in the portal before submission supplement the regulations as detailed arrangements between the parties. An individually signed agreement takes precedence. This document does not retroactively change existing agreements or earlier orders.
Standard collection for the next working day must be ordered by 11:45 on the preceding working day. Standard collection hours are 10:00-14:00, unless other hours have been individually agreed. Prime Time is available in Warszawa: orders by 14:00 on the collection day, with collection between 14:30 and 16:00. The portal indicates availability.
Service prices are net prices. VAT and the gross amount are shown in the settlement. Handling costs and postal charges are added to the collection price. Printing the ordinary-mail list and printing the registered-mail dispatch book are charged separately, each per list regardless of the number of pages. Posting and the mandatory return of documents are charged per order. Other services are charged according to the number of items and selected activities. ZPO handling applies to items marked ZPO.
The proforma is a settlement estimate, not a VAT invoice. Estimated postal charges assume domestic format S and a fuel surcharge of 28% of postal charges. Once actual costs are established, we refund any overpayment or specify the additional payment required. The customer is responsible for the accuracy of the number, type and description of items and undertakes to cover correctly calculated service costs and postal charges.
Placing an order commits the company to payment. The proforma is made available in the portal and sent by email. The payment deadline is 3 days from issue and availability of the proforma; the date is stated on the document. If the deadline falls on a Saturday or public holiday, it expires on the next day that is neither a Saturday nor a public holiday. Payment means funds credited to the Backoffice account. Payment is required before mail is dispatched, unless a signed agreement provides otherwise.
Regular customers are billed under their signed agreement, without separate prepayment for every order. After receipt of payment is confirmed, accounting will issue the appropriate invoice and transmit it through KSeF in accordance with applicable rules. For prepayments, this may be an advance invoice; the final invoice results from the final settlement of the service. Proformas are not sent to KSeF.
If online payment is available in the order window, it may be used to pay for the order. Payment by bank transfer based on the proforma remains available.
The payment card operator is PayPro SA Agent Rozliczeniowy, ul. Pastelowa 8, 60-198 Poznań, entered in Rejestr Przedsiębiorców Krajowego Rejestru Sądowego, maintained by Sąd Rejonowy Poznań Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy Krajowego Rejestru Sądowego, under KRS number 0000347935, NIP 7792369887, REGON 301345068.
The exact deadline for free cancellation is displayed with the order. For new customers it is 11:45 on the preceding calendar day; for regular customers it is 10:00 on the preceding calendar day, subject to different arrangements in an individual agreement. Cancellation within the deadline, before collection, is free of charge. Late cancellation entails only the cost of the courier visit; handling costs and postal charges are cancelled.
If an unpaid collection is cancelled after the deadline, we issue a proforma for the courier visit with a 3-day payment deadline. It replaces the earlier estimate for that order. Once payment is credited, you receive the final invoice for the courier visit through KSeF. If the order was paid, we settle the courier visit cost and refund the overpayment.
Once mail collection has been completed, its cost remains payable regardless of the deadline for cancelling further dispatch. If, before posting, the customer requests return of the collected mail by courier, a second trip is charged separately at the original collection price. The settlement includes two trips: the completed collection and the return. Prior payments are credited when calculating any additional payment or refund. The customer must confirm the return cost in the portal. After posting, return cannot be requested through this portal.
We retain the version of the terms accepted with the order, the acceptance time, the ordering account and the declaration text. The customer can save this document or print it to PDF. Complaints and settlements are handled under the applicable regulations; contact: e@faktury.waw.pl. For late payment, we exercise the rights arising from the agreement and applicable rules.
The customer consents to Backoffice Outsourcing sp. z o.o. checking business information about their company in Biuro Informacji Gospodarczej InfoMonitor S.A. and Krajowy Rejestr Długów Biuro Informacji Gospodarczej S.A. The check assesses creditworthiness and cooperation risk, especially for deferred payment. Checks are carried out only to the extent permitted by applicable rules and the procedures of the bureau concerned. If a particular check requires separate authorisation, we obtain it beforehand; acceptance of these terms does not replace it.
The customer bears the actual costs of processing the selected payment, cancelling it and refunding the funds, charged by the provider or bank, only where permitted by law and the provider terms. The cost or calculation method and total payable are shown before payment confirmation. Refund amounts and any permitted deductions are shown separately.
Free pickup cancellation before the deadline and before collection means there is no pickup or courier call-out charge. It does not automatically reimburse actual, non-refundable provider costs. We do not charge costs not incurred or prohibited charges. After the deadline, the courier call-out cost remains payable under section 6. Customer rights arising from non-performance by Backoffice or mandatory law remain unaffected.