Signs & Large Format Print
B2B invoicing in the EU: EU VAT number and reverse charge
VAT rules for trade between businesses in the EU are broadly common, but the details depend on the type of transaction and the rules of the buyer's country. Below we describe them in general terms – this is not tax advice.
What usually works the same way:
- The buyer's EU VAT number. Before issuing an invoice without Polish VAT, we check the number in the EU's VIES system. The number must be active for intra-EU transactions – a domestic tax number alone is not enough.
- Goods shipped to another EU country. For a delivery to a business with a valid EU VAT number, the invoice usually does not include Polish VAT, and the buyer accounts for the tax in their own country. Documents confirming that the goods left Poland are also needed – which is why delivery details and proof of receipt matter.
- Services for businesses in another EU country. For many services the reverse charge mechanism applies – an invoice without Polish VAT with the appropriate note, and the buyer accounts for the tax.
- No EU VAT number. If the client does not have an active EU VAT number (e.g. a private individual or a business not registered for intra-EU transactions), we usually add Polish VAT.
What needs checking: installation on site abroad. For services connected with a specific building or place, the tax rules may differ from those for goods alone. Before ordering production with installation in your country, check how it should be accounted for with your accountant – we will issue the invoice as agreed.
The United Kingdom is not in the EU: deliveries to the UK involve customs formalities, and the VAT rules differ from intra-EU deliveries.
Transport: own vehicles, couriers, dedicated delivery
| Method | When it works | What to watch |
|---|---|---|
| Our own vehicle | Larger orders, stands, materials with installation; our vehicles travel across Europe every day | Date set to fit the route and the collection date |
| Courier | Parcels, graphics on rolls, print, smaller items | Size and weight; rigid elements must be well packed |
| Dedicated courier | Urgent jobs, delicate elements, delivery at a set time | Higher cost, but no transhipment |
| Multi-address shipping | Campaigns for several or many locations in different countries | A complete list of addresses and contacts before dispatch |
We produce in Wieluń, Poland, and ship from there to clients across the EU and to the UK, and further on request. The delivery method is chosen to suit the size and deadline.
For retail chain campaigns we prepare sets for each location and ship them to many addresses – picking and multi-address shipping costs approx. €2.80 net per location plus postage. We also ship for agencies in neutral packaging without our logo – more in our guide white label printing explained. Prices are indicative; we confirm the transport cost in the quote.
Production time plus delivery: how to calculate it
The date that matters to the client is the day the goods are on site – not the day they came off the press. We count it backwards:
- The date needed on site – a store opening, a trade show, a campaign launch. Ideally with a day or two to spare.
- Delivery time – depends on the country and transport method; we set it in the quote.
- Production – normally about 3 working days, large projects up to about 14 days.
- File and proof approval – production time runs from this moment. A two-day delay in approval pushes delivery back by two days.
- Quote and files – right at the start.
When time is short, we can print in 24-hour express mode – on average about 40% more expensive. The most important thing is to give us the date straight away: it is often possible to make it without express if we plan production around your deadline. More in print turnaround times and 24h express.
Remember public holidays in both countries. Days off in Poland and in the delivery country do not always coincide, and couriers do not run on those days.
- 01Brief
Description, sizes, site photos and deadline — a few sentences are enough.
- 02Design and quote
Our designers prepare artwork or a visualisation and you get a price.
- 03Approval
You approve the design; for brand colours we provide a proof.
- 04Production
35+ machines in our own plant in Poland: 3.2 m UV print, CNC, laser, 3D, sewing.
- 05Installation or delivery
Own crews and vehicles across Europe, partner network, couriers worldwide.
Communication in your language and file approval
Write to us in your own language – we will reply in the same. We work in all 14 languages of our website: Polish, English, German, French, Spanish, Czech, Slovak, Hungarian, Lithuanian, Latvian, Estonian, Finnish, Dutch and Italian. We have no offices abroad – all customer service and production are in Poland, and contact is by email, phone or video call.
When ordering remotely, files and approval are especially important:
- send print files as PDF, in CMYK, with bleed – we check them before printing as part of file preparation and print preflight,
- text in a foreign language is checked by the client – we do not change content without consent, but we will point out if something looks cut off or shifted,
- for a brand colour ask for a test print on the final material; we will send it by courier before production,
- confirm approval in writing, by email – one message with a list of files and dimensions saves misunderstandings.
Agencies that order regularly can use our B2B portal, where orders, deadlines and files are in one place.
- 24 hexpress printing (UV inks need no drying)
- approx. 3 daysstandard lead time
- up to 14 dayslarge and custom projects with installation
Plus courier delivery. Tell us your date — we plan production around it.
Installation abroad: our own crew or partners
If the advertising needs installing – a light box, 3D letters, window graphics, a stand – we can do it on site. Our crew travels with the goods, or partners in the country install to our drawings and instructions. Crews also work without our branding, on an agency's behalf.
Before installation we agree:
- the exact address, access hours and a contact person on site,
- whether consent from the building owner, managing agent or local authority is needed – this is checked by the client under the rules of their country,
- power supply for illuminated signage and who connects it,
- whether a cherry picker is needed (we have our own up to 18 m; for installations far from Poland, local hire may be necessary).
The cost of installation abroad depends on distance, number of days and overnight stays – we quote it individually and confirm the price once you contact us. The service is described on the advertising installation in Poland and Europe page.
Complaints and responsibility on delivery
Most problems with orders from abroad do not come from production but from transport and unclear arrangements. A few rules that help:
- Check the shipment on receipt. If the packaging is damaged, take photos and note the damage in the driver's presence. Without this it is hard to claim from the carrier later.
- Report a problem straight away – by email, with photos of the goods and the shipping label. A quick report lets us print and send a replacement sooner.
- Compare with the approved proof, not with a screen. File and proof approval is the reference point for both sides.
- Agree delivery terms in writing – who arranges transport, to what place and when the goods count as delivered.
If you are choosing a contractor and comparing offers from different countries, the list of criteria in our guide how to choose a large format printer will help. Agencies wanting to outsource production under their own brand will find details on the page for advertising agencies.