Compliance with German VAT rules depends on timely and accurate submission of your transaction data. Missing deadlines or submitting incorrect data can result in penalties, extra fees, and complications with the Finanzamt.

This article explains the key deadlines, the official German tax office deadlines, why they matter, and what happens if you do not comply.

✅ Key Data Deadlines in Germany

All transaction data must be uploaded to your hellotax software account — never sent by email — to allow accurate VAT filings.

Monthly Filing (Monatliche Umsatzsteuervoranmeldung)

• Data upload to hellotax: By 4th of the following month.
  Example: January sales → upload by 4 February.

• Official Finanzamt filing deadline: 10th of the following month (if filing electronically via ELSTER).

  • If the 10th falls on a weekend or public holiday, the deadline shifts to the next working day.

Quarterly Filing (Vierteljährliche Umsatzsteuervoranmeldung)

• Data upload to hellotax: By 4th of the month after the quarter ends.
  Example: Q1 (Jan–Mar) → upload by 4 April.

• Official Finanzamt filing deadline: 10th of the month following the quarter.

  • Q2 (Apr–Jun) → due by 10 July, etc.

Annual VAT Return (Jahreserklärung)

• All previously submitted periods are summarized.

• Official Finanzamt filing deadline: 31 July of the following year (or later if an extension is granted via a tax advisor).

⚠️ Hellotax requires data before the 4th of the month to prepare returns in time for submission to the Finanzamt by the official deadlines.

⚠️ Why Meeting Deadlines Matters

Submitting your data on time ensures:

1. VAT filings are accurate — all sales, refunds, and returns are included.

2. Automated processing works — the hellotax system relies on uploaded data.

3. Audit-ready records are maintained — the Finanzamt may review past periods.

4. Penalties and fees are avoided — late or missing data can trigger fines.

❌ Consequences of Late or Missing Data

1. Late uploads (after the 4th):

   • Automatic filing is no longer possible.

   • Manual processing is required by hellotax.

   • A €119 fee applies for each affected filing.

2. Missing data (not uploaded at all):

   • VAT returns cannot be submitted.

   • The Finanzamt may issue late-filing penalties, interest on VAT owed, or estimated assessments.

   • Repeated non-compliance may result in account suspension or additional intervention.

💡 Best Practices to Stay Compliant

• Upload early: Preferably 1–3 of the month.

• Use integrations: Connect marketplaces (Amazon, eBay) and webshops (Shopify, WooCommerce) to automate data flow.

• Never send data by email: All filings must come from your hellotax account.

• Verify data completeness: Check refunds, returns, manual orders, and stock movements.

• Forward tax letters immediately: Any correspondence from the Finanzamt should be sent to your Account Manager.

🤝 How hellotax Supports You

• Automated checks for missing or incomplete data

• Alerts for integration or upload issues

• Clear reporting of deadlines in your dashboard

• Manual support if deadlines are missed (with applicable fees)

• Full audit-ready storage of filings and confirmations

📌 Summary of Deadlines and Responsibilities

Meeting these deadlines is your responsibility, but hellotax provides tools, support, and guidance to make it simple and stress-free.