FAQ: VAT Registration in Germany

Here you’ll find answers to the most common questions our clients ask about the German VAT registration process.

a) How do I send documents to you?
Please reply directly to the email thread with your Registration Assistant. Always use the original thread rather than creating a new one so we can track your case easily.

b) What do I do next?
Once you’ve submitted your completed forms and supporting company documents, your Registration Assistant will review them. If everything is correct, you’ll receive the final set of documents to sign, date, and return.

Please see this link that gives you all the steps for your VAT registration: [NEXT STEPS]

c) How long does it take?
The German tax office usually takes 4–8 weeks from the date the application is submitted to issue a Steuernummer (Tax ID).
After that, it typically takes an additional 2–4 weeks to issue the VAT number (USt-IdNr.).

d) Can it be speeded up?
Unfortunately, no. The process depends entirely on the German tax office. We will process your documents as quickly as possible, but once submitted, waiting times are out of our control.

e) Why must my company support documents be no older than 6 months?
German tax authorities require recent documents to confirm that your company is active and valid. Outdated documents may lead to rejection of your application.

Please see this link to the documents you need to provide and why: [My Documents]

f) How is best to communicate?
Always use the original email thread for your registration. This ensures all communication is kept together and reduces delays.

g) What do I do if I need support?
For this package, you have both a Registration Assistant and an Account Manager to assist and support you. You can reach out at any time via email, and you will receive a reply within 1 business day.

h) What is the file reference number of the registration application and the contact person at the tax office?
The tax office does not provide a named contact person. Instead:

• Your application is linked to a file reference number.

• This number will appear in any correspondence you receive once the tax office starts processing your case.

i) Can you provide me access to Elster?
No. Elster access (the online portal used by German tax authorities) is not provided to non-resident companies through representatives. Your VAT obligations are handled via your fiscal representative and the Hellotax software.

j) How is the registration application submitted to the tax office, and can I have proof of submission?
Applications are submitted digitally or by post, depending on the tax office’s requirements.
Unfortunately, German tax offices do not provide formal proof of submission. The first acknowledgement is usually when they assign your file reference number.

k) Do you need to provide company documents 6 months old for OSS?
No. For OSS (One-Stop-Shop) registrations, the 6-month rule does not apply. This is specific to new VAT registrations.

l) Are my documents secure and where will they be stored?
Yes. All documents you provide are stored securely in the Hellotax system, in compliance with GDPR. They are only shared with your Registration Assistant, our VAT professional team, and the relevant tax office as required.

m) Can we trade before the VAT number is issued?
Yes, you can begin trading. However:

• You cannot show a German VAT number on your invoices until it has been issued.

• Once your VAT number is received, you may need to update/reissue invoices issued during the waiting period.

• You cannot store goods in Germany prior to having a VAT number.