📝 How to Navigate Your VAT Registration with Hellotax

Welcome to Hellotax! 🎉
We’re here to guide you through your VAT registration step by step. Follow this guide to understand what to do, what we need from you, and what to expect at each stage.

Step 1: Welcome & Introduction

1. Check your inbox for your welcome email.

2. Watch the following short videos:

   • Welcome Video

   • How to Start Your VAT Registration Video

3. Review the VAT Registration documents and other support articles.
   📌 Ref: Company document requirements

Step 2: First Documents - General form

1. You will receive the General Information Form by email within 1 business day.

2. Action: Review and complete the form. Answer all the emailed questions in as much detail as possible.

3. Reply back via the same email thread to your Registration Assistant with your completed form and question answers.

Step 3: Supporting Company Documents

• Send your company documents to your Registration Assistant by email.
  ⚠️ Important: Documents must be issued within the last 6 months (except for OSS registrations).
  *Please ALWAYS use the original email thread for sending documents 

Step 4: Review by Hellotax

• Your Registration Agent will review all submitted information and documents and let you know if anything else is required at this stage.
  ⏳ Allow up to 2 business days for this step.

Step 5: Translations (If Required)

Some tax offices require documents in the local language.

If translations are needed, we will:

1. Inform you which documents need translation.

2. Share the costs and process.

3. Guide you through the next steps.

📌 See: Translation of Company Documents

Step 6: Corrections or Final Documents

• ✅ Everything correct: You’ll receive the final documents to review, sign, date, and return.

• ❌ Something missing or incorrect: Your Registration Agent will contact you with clear instructions on updates.

Step 7: Final Review by VAT Professional

• Once all documents are complete and signed (and translated if needed), a local VAT professional will review your application and then if complete submit the application on your behalf.
  ⏳ Allow 1–2 business days for this step.

Step 7a: Additional Requests (If Needed)

The tax office or VAT professional may ask for extra information as they review your application. Below are examples of the type of additional information you may need to provide:

• Proof of residency for directors

• Short surveys requested by tax offices

• Details about your business model or purchase chain

• Estonian companies: notarized proof of residency for directors and Articles of Association

Step 8: Waiting for the Tax Office Decision

After submission, your application is processed in two stages.

Stage 1: Tax ID (Steuernummer)

• Your Steuernummer (Tax Number)  is your company’s tax identification number in Germany.

• Important because:

  • Confirms your company is officially registered with the tax office

  • Used to track your VAT registration application

  • May appear in correspondence before your VAT number is issued

⏳ Usual waiting time: 4–8 weeks from submission of application.

Stage 2: VAT Number (Umsatzsteuer-Identifikationsnummer)

• Once the Steuernummer is issued, the tax office issues your  VAT ID = Umsatzsteuer Identifikationsnummer.

• This is used for:

  • All intra-EU trade

  • Invoicing

  • VAT reporting

⏳ Usual waiting time: 2–4 weeks after Steuernummer

💡 Tip: Receiving your Steuernummer is a good sign—your VAT registration is on track!

Step 9: Use Your VAT Number

Once your VAT number is issued, you must quote it on all invoices for trade in Germany.

Step 10: Upload Your Transaction Data

• Make sure to upload your monthly transactional data into your Hellotax account by the 4th of the month following the period end.

• This allows us to start filing your VAT returns on time.

📌 Ref: Data Transfer

✅ That’s it! By following these steps, you’ll know exactly what to do and what to expect at each stage of your VAT registration with Hellotax.