Optima Group · Berlin and Kołobrzeg
We take care of the commercial infrastructure in Germany: company formation, bookkeeping, payroll, posting, applications, office services, property administration and digital document workflows. One contact coordinates authorities, partners and deadlines.
Many clients do not have a single isolated problem, but need reliable administration in the background: correspondence from German authorities, management abroad, construction sites, payroll filings, bookkeeping, bank KYC, deadlines and documents. Depending on the mandate, Optima handles individual areas or the entire ongoing commercial administration.
Construction firms posting workers to Germany or carrying out contracts on German building sites face a thicket of reporting obligations and industry-specific regulations.
Investors acquiring German residential and commercial property need a reliable local structure — from GmbH incorporation to ongoing property management accounting.
Traders and e-commerce businesses selling in Germany and the EU need an administrative infrastructure on the ground — tax-compliant, accessible to authorities, and technically connected to the German reporting system.
Investors entering the German market or building equity stakes need local structures, regulatory clarity and reliable reporting — from company acquisitions to ongoing consolidation.
Entrepreneurs from Poland and other countries who need a German GmbH, sole proprietorship, partnership or branch office must coordinate notary, bank, commercial register, trade office and tax office in the correct order.
Many clients bring their own systems from abroad: ERP, invoicing, bookkeeping, inventory or specialist software. Our software division connects these programs with Optibill and sets up digital tools such as chatbots and automations.
Optima is not a single service and does not work with fixed packages. We cover the administration your mandate actually needs: setting up the company, keeping bookkeeping clean, tracking deadlines, turning authority logic into clear tasks and coordinating licensed tax advisors, lawyers or notaries.
GmbH, sole proprietorship, partnership, branch office, commercial register, trade registration, transparency register, tax number, VAT ID and bank KYC. We coordinate sequence, documents, powers of attorney and appointments.
Learn more →For Polish and other foreign construction companies: German tax liability review, SOKA-BAU, BG BAU, A1, customs/FKS, minimum-wage documentation, § 48b EStG and payroll filings.
Learn more →Ongoing bookkeeping, receipt workflows, open items, payment reconciliation, DATEV-compatible handovers, monthly reports and preparation for year-end closing and tax advisors.
Learn more →Monthly payroll, DEÜV filings, health insurers, wage tax, A1 certificates, employment changes, annual reports and special cases for posted workers.
Learn more →Tax office, customs, trade office, health insurers, Berufsgenossenschaften and municipal offices. We review letters, track deadlines, prepare replies and accompany applications.
Learn more →Business address in Berlin, mail receipt, scanning and forwarding, deadline monitoring, telephone and document services for companies without their own German administration.
Learn more →Administration and bookkeeping processes for German property: properties, units, tenants, contracts, rent payments, arrears, service charge logic and owner reporting.
Learn more →Optibill is our client software. In addition, we set up interfaces, connect foreign client systems, install custom chatbots and automate recurring office and administration workflows.
Learn more →Location, structure, processes, financing logic, grants, due diligence and sector requirements. Practical consulting before and after market entry.
Learn more →Tax advisory, legal advisory and notarisations are provided by licensed professionals. Optima prepares, coordinates appointments and ensures practical execution.
Go to partner network →Many enquiries start with one topic. In practice, they quickly become ongoing administration: collecting documents, tracking deadlines, answering authorities, preparing bookkeeping and coordinating partners. These journeys show typical industry cases.
Before work starts, posting, SOKA-BAU, customs notifications, A1, payroll documents, possible German tax liability and often the tax exemption certificate must be prepared. Monthly reports and authority correspondence continue afterwards.
View construction administration →We clarify legal form, formation documents, notary appointment, banking process, trade registration, tax registration and ongoing administration after registration.
View formation service →Owners need company structure, property bookkeeping, rent payment overview, contract files, service charge logic and reporting without managing every process from abroad.
View property administration →VAT, receipts, payment reconciliation, goods and import documents, open items and tax-advisor-ready handovers must run reliably so growth does not end in paper chaos.
View bookkeeping →For construction companies carrying out work in Germany and needing ongoing administrative control.
For owners, investors and property companies that want to outsource German administration.
For companies regularly selling, purchasing, importing or operating through a German entity.
Optima is building Optibill as its own client software. It acts as a portal, workspace and integration point for invoices, receipts, payment status, queries, documents and handovers to bookkeeping or tax advisors.
The software division does not stop with Optibill. We set up practical interfaces, connect existing client software from abroad with our processes and implement custom chatbots or automations where they reduce recurring administration work.
Optibill is an exclusive service for clients of the Optima Group. There is no data lock-in: if your mandate ends, your data can be exported and taken with you in an orderly way.
A single interface for clients, documents, tasks, payment status, reports and structured handovers to Optima, bookkeeping and tax advisors.
Connection of foreign ERP, invoicing or bookkeeping systems, setup of custom chatbots and automations for recurring client processes.
Optima is the operational hub. Tax advice, legal advice and notarisations are reserved for licensed professionals in Germany. We prepare documents, coordinate partners, translate the relevant issues and make sure recommendations are implemented in practice.
Investing outside Germany or Poland as well? Optima has a partner in nearly every European country and can support you with local compliance.
Tax returns, VAT advance returns, annual financial statements, transfer pricing documentation, tax audit support. Tax structuring of cross-border business models.
Provided by licensed tax advisors pursuant to StBerG.
Corporate law, contract drafting, employment law, commercial law, immigration law. Representation by lawyers specialising in international clients.
Provided by licensed attorneys pursuant to BRAO/RDG.
GmbH incorporations, shareholder resolutions, real estate purchase agreements, powers of attorney. We prepare the appointment, accompany you to the notary or represent you with a notarised power of attorney.
Notarisations by appointed notaries pursuant to BNotO/BeurkG.
The Optima Group supports companies that want to operate in Germany without building their own German administration department.
What began as an advisory office for Polish construction entrepreneurs has grown over two decades into a group serving clients from Poland and other international markets. Our Berlin office takes care of the commercial infrastructure: bookkeeping, payroll, office services, authority communication, application procedures and administrative workflows.
Together with Optima Prime Consulting in Kołobrzeg and a network of tax advisors, lawyers and notaries, we connect German administrative practice with Polish and international client reality. Every client gets a dedicated contact person who tracks processes, monitors deadlines and coordinates partners.
Describe your enquiry — we will respond within one business day. The initial consultation is free of charge — further advisory work is quoted individually.
