Your Responsibilities — and What Happens If Data Is Late or Missing

To prepare accurate French VAT returns and remain compliant with the French tax authorities (Service des Impôts des Entreprises – SIE), it is essential that all transaction data is uploaded directly into your hellotax software account — never sent by email.

France has strict electronic filing requirements. Without complete and timely data inside the system, VAT returns cannot be prepared or submitted correctly.

This article explains why uploading your data properly is critical, what happens if data is late or missing, and how to stay compliant every month.

✅ Why You Must Upload Data into the hellotax Software (Not by Email)

hellotax operates as a software-driven VAT compliance provider. All calculations, validations, and filings are generated directly from the data stored in your account.

Uploading data into the system — instead of sending it by email — is essential because:

1️⃣ Email Data Cannot Be Used for VAT Filings

Files sent by email:

• Do not enter the VAT calculation engine

• Are not validated automatically

• Cannot be included in your VAT return

Without system-uploaded data, no return can be generated.

2️⃣ Email Is Not a Compliant Storage Method

French tax authorities require:

• Proper digital record keeping

• Traceability of source data

• A clear audit trail

Emails do not meet these compliance standards.

3️⃣ The Software Creates an Audit Trail

Your hellotax account logs:

• Upload date

• Data source

• Integration status

• Adjustments and corrections

This is critical in case of a French VAT audit.

4️⃣ Manual Handling Increases Risk of Errors

If data is sent by email, it must be:

• Downloaded

• Reformatted

• Manually imported

• Revalidated

This increases the risk of mistakes and falls outside the automated subscription process.

5️⃣ VAT Deadlines in France Cannot Be Delayed

French VAT returns (CA3) must be filed electronically by strict monthly deadlines.
If your data is not in the system, hellotax cannot file on your behalf.

📅 Your Monthly Deadline: Upload by the 4th

All transaction data must be uploaded no later than the 4th day of the month following the reporting period.

Example:

January reporting period → Upload deadline = 4 February

This includes:

• Amazon and other marketplace transactions

• Shopify / WooCommerce / webshop sales

• Manual invoices

• Returns and refunds

• Stock transfers

• Any third-party platform sales

Uploading after the 4th may compromise timely filing.

⚠️ What Happens If You Upload Data Late?

If data is uploaded after the 4th:

• Automated filing is no longer possible

• Manual reconstruction of your VAT return is required

• Additional compliance checks must be performed

• The filing must be manually rebuilt and validated

This is an exceptional process requiring additional work.

👉 A €119 late-data processing fee applies per affected filing to cover the additional manual handling required.

🚫 What Happens If You Do Not Upload Data at All?

If data is not uploaded:

❌ No VAT return can be filed
❌ The French tax authority may treat this as a missed filing

This can trigger:

• Late filing penalties (starting at 10%)

• Late payment interest (0.20% per month)

• Estimated tax assessments

• Compliance reviews or audits

Additionally:

• hellotax cannot take responsibility for missing filings

• Your account may be temporarily placed on hold after repeated failures

French tax authorities are strict regarding electronic filing obligations.

💡 Best Practices to Stay Compliant Every Month

Follow these simple steps:

✔ Activate All Integrations

Connect Amazon, Shopify, eBay, WooCommerce, etc., for automatic data flow.

✔ Perform a Monthly System Check

Ensure:

• Integrations are active

• Permissions are valid

• No connection errors appear

✔ Upload Manual Data Early (1st–3rd of the Month)

Avoid last-minute uploads on the 4th.

✔ Never Send Data by Email

Only upload via your hellotax account.

✔ Inform Your Team

Make sure everyone involved understands:

• The 4th-day deadline

• The upload process

• That email submissions are not accepted

🤝 How hellotax Supports You

We provide:

• Automated VAT calculations

• Integration monitoring

• System alerts for missing data

• Compliance checks

• Support from your Account Manager

However, you remain legally responsible for ensuring your transaction data is complete and uploaded on time.

📌 Summary

🔑 Key Takeaways

• France requires strict electronic VAT filing

• Data must be inside your hellotax account to generate returns

• Email submissions are not compliant

• Upload by the 4th every month

• Late or missing data may result in penalties from the French tax authority

• Staying organised protects your business from fines and compliance risks

💬 If you need help setting up integrations or uploading data, your hellotax Account Manager is here to assist you.

Compliance is a shared responsibility — and we’re here to support you every step of the way.