Taking over your existing VAT number
Welcome to hellotax! 🎉
If you already have a German VAT number and would like hellotax to take over your VAT compliance, we’ll need a few documents to get started.
This process is called a “VAT Takeover” — it means we’ll become responsible for filing your VAT returns, communicating with the tax office, and keeping your VAT registration in good standing.
Below you’ll find a list of the documents we need and why they’re required.
đź“„ Documents Required for a German VAT Takeover
| Document | Why We Need It |
|---|---|
| 1. German VAT Certificate (Umsatzsteuer-Bescheinigung) | Confirms that your business is already registered for VAT in Germany and shows your VAT number officially issued by the tax office. |
| 2. Steuer Certificate (Steuernummer Registration) | The Steuernummer is your company’s tax identification number. We use it to connect your hellotax account with your tax office and ensure your filings go to the correct authority. |
| 3. VAT Filings for the Current Fiscal Year | These are required for us to complete your annual VAT return correctly. We need to review what’s already been filed to avoid duplication or errors. |
| 4. Takeover Date | This is the date from which hellotax will take over your VAT reporting. It ensures a clean transition between your previous tax agent (or internal filings) and hellotax. |
| 5. Company Trade Register Extract | Confirms your business is legally registered and includes key details like address, directors, and registration number. Required by the tax authorities. |
| 6. Company Home VAT Certificate (if applicable) | If your company is VAT registered in its home country, we need proof. This helps confirm your cross-border trading status and avoid double taxation. |
| 7. Director’s Passport | Used to verify the identity of the legal representative of the company, as required by the German tax office. |
| 8. Articles of Association (Company Constitution) | Shows the legal structure of your company and confirms who has signing authority — necessary for compliance verification. |
đź“… When to Provide These Documents
Please send all documents as soon as possible after requesting the takeover.
Once we receive them, our German VAT team will:
Review your existing tax situation;
Contact the tax office to confirm the takeover;
Ensure all pending filings are up to date; and
Officially take over representation from your previous tax agent.
⚠️ Important Notes
All documents must be current and legible.
If any documents are not in German, translations may be required.
We can only proceed once all filings and payments for the current year are completed or shared with us.
Please do not send screenshots — PDF or scanned copies are preferred.
đź’ˇ Why This Process Matters
Germany’s tax authorities are strict about who manages VAT accounts.
Providing these documents ensures that:
Your VAT filings continue without interruption,
The correct tax office is informed,
And your business remains fully VAT compliant under hellotax representation.
🧾 Need Help?
If you’re unsure where to find one of the documents or have questions about the process, our Registration & Compliance Team is happy to guide you step by step.
Just reply to your takeover email thread or contact us through your hellotax Help Centre.
âś… Once we have all the documents, your German VAT takeover will be handled smoothly and efficiently.
Thank you for trusting hellotax with your VAT compliance!
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