📄 Source of the Requirement

According to hellotax guidance under Data & Integrations, clients are required to upload all transaction data into their hellotax account by the 4th day of the month following the reporting period. 
This deadline ensures your data is available in time for VAT return preparation and submission. 

⏰ What the 4th-of-the-Month Upload Deadline Means

Meeting this deadline means hellotax has sufficient time to process your data — apply correct VAT rates, include marketplaces, refunds, returns, and prepare an audit‑ready filing.

✅ Why Uploading on Time & via Software (not Email) Matters

• The hellotax software automates integrations, data validation, VAT‑rate application, and filing workflows — ensuring higher accuracy and less manual risk. hellotax.com+1

• Data sent via email cannot be automatically processed, validated, or logged inside the system and therefore cannot reliably be included in filings.

• The audit trail — which regulators may request — depends on data being present inside the hellotax dashboard, with correct upload dates and transaction purpose.

• Uploading by the 4th gives hellotax enough buffer time to catch errors, ask clarifying questions, and still file on time.

🚫 What Happens If You Miss the 4th-Day Upload Deadline

• Automatic processing is no longer guaranteed. Returns have to be compiled manually — which is more time-consuming and error-prone.

• hellotax applies a €119 manual‑processing fee per filing for data submitted late.

• If data remains missing or incomplete, hellotax cannot submit your VAT return — this may lead to late-filing penalties or interest imposed by the tax office.

🔧 How to Avoid Issues — Good Practices

• Use integrations where possible. Connect your marketplaces, shops, or warehouse platforms so data flows automatically.

• Schedule data uploads early — aim to upload by the 1st–3rd of the month, not last minute on the 4th.

• Never send data via email — always upload directly through your hellotax account.

• Check completeness before upload — include all sales, refunds, returns, cancellations, stock movements, and manual orders.

• Monitor your dashboard notifications — the hellotax system flags missing or problematic uploads so you can act early. 

• Forward any tax‑office correspondence without delay — this ensures any letters, notices or changes (e.g., audits, queries) are captured and addressed promptly.

📌 Summary

• The 4th‑day upload deadline is critical: it gives hellotax time to prepare accurate, compliant VAT returns on your behalf.

• Missing the deadline — or uploading via email — disrupts the automated process, forces manual work, and may result in fees or tax‑office penalties.

• Using integrations, uploading early, and following the upload‑only (no email) rule are the best practices to ensure smooth, compliant VAT filing.