Urząd Tracker — case tracking for Polish government offices
The only CRM with built-in tracking for cases at Polish government offices. No more Excel sheets, no more lost documents.
Sound familiar?
Tracking 50+ cases in Excel — constantly forgetting which one is at what stage.
Client calls: "What about my PKZ?" — and you spend 10 minutes looking for the answer.
Documents scattered across folders on your laptop, Dropbox and WhatsApp.
You don't know how long a case typically takes at each office — and can't tell the client.
What you get in Urząd Tracker
Office database
INFOCAR, every Traffic Department, Voivodeship Office — preloaded. Add your own in one click.
Case types
PKZ, KKC, Tacho, residence card, driving license — configurable for your industry with custom fields.
Status flow
draft → submitted → in progress → ready → collected. Full change history on a timeline.
Auto notifications
Client gets WhatsApp / SMS / email on every status change. No manual work.
Linked documents
Per-case-type checklist. Upload from phone, camera scan, PDF preview.
Analytics
Average duration per office, completion %, weekly workload heat map.
CUKR Card — a new obligation for 123,600+ Ukrainian-owned businesses in Poland
Poland's Special Act for Ukrainian nationals expired on 5 March 2026. From 4 May 2026, Ukrainians apply for the CUKR Card via the MOS portal. Every case becomes a dedicated type in Urząd Tracker — with its own document checklist, SLAs and automated Ukrainian-language communication.
- Ready-made "CUKR Card" case template — no configuration needed
- MOS document checklist (residence certificate, UKR status, biometrics, PESEL)
- Automatic WhatsApp and SMS notifications in Ukrainian for your client
- Residency + CUKR deadlines — team dashboard shows what expires in 30 days
- Unified Inbox integration — clients write in Ukrainian, team replies from templates
Who is it for?
Driving schools
PKZ, PKK, Tacho, driver cards — all student cases in one place. Auto notifications when documents are ready.
Foreigner-service bureaus
Residence cards, driving-license exchange, document legalisation. Client support in their language via WhatsApp and SMS.
Accounting firms
KRS, CEIDG, US, ZUS for clients — track every case, request documents, report status.
Urząd Tracker vs Excel vs other CRMs
| Feature | Excel | Pipedrive + Excel | Ingenios Urząd Tracker |
|---|---|---|---|
| Office database | ✕ | ✕ | ✓ |
| Auto notifications | ✕ | ◐ manual | ✓ |
| Document checklist | ✕ | ✕ | ✓ |
| Office analytics | ◐ manual | ✕ | ✓ |
| CRM integration | ✕ | ◐ | ✓ native |
| Team collaboration | ✕ | ✓ | ✓ |
Urząd Tracker works with the rest of Ingenios
CRM
Every case linked to a contact / lead.
Documents
Client document upload, OCR, AI search.
Inbox
Client asks about status on WhatsApp — you see it instantly.
Calendar
Deadlines appear automatically in the team calendar.
Urząd Tracker is part of the Biznes tier (399 PLN/mo)
Only need Urząd Tracker? Add Urząd Tracker Pro (+99 PLN) to Starter for 298 PLN/mo.
See full pricing →