📌 What You Need to Know

Businesses reclaiming:

import VAT

through hellotax must upload the relevant import data correctly using the:

expenses.csv template

Uploading import data accurately is essential to support:

• VAT recovery
• VAT return preparation
• customs reconciliation
• and overall VAT compliance.

⚠️ Incorrect import values are one of the most common causes of:

• VAT inconsistencies
• rejected claims
• or tax authority questions.

📅 Upload Deadline

Import reclaim data should normally be uploaded:

by the 4th day of the following month

Example:

Import documents relating to January should normally be uploaded by:

4th February

⚠️ Uploading import data late may result in:

• delayed VAT filings
• delayed VAT recovery
• or missing reclaim opportunities.

📦 What Is an Import Reclaim?

An import reclaim normally relates to:

• import VAT paid when goods enter a country
• where the business may later reclaim this VAT through its VAT return.

Import VAT is commonly shown on:

• customs documents
• import declarations
• broker statements
• or official tax/customs reports.

⚠️ Please note:

customs duties/import duties are generally NOT reclaimable as VAT.

⚠️ IMPORTANT: Use the GROSS Import Amount

When uploading import VAT using the:

expenses.csv template

you must enter:

the GROSS import value

shown on the customs/import documentation.

❌ Common Mistake

Many businesses incorrectly upload:

the NET amount only

instead of the:

full GROSS import amount.

This creates inconsistencies between:

• customs declarations
• VAT returns
• import VAT records
• and tax authority reporting systems.

⚠️ Incorrect Import Values May Result In:

• rejected VAT reclaims
• incorrect VAT return calculations
• customs inconsistencies
• additional tax authority questions
• delayed VAT recovery
• or audit risks.

Always ensure the following match the official customs documentation exactly:

✅ Gross import value
✅ Import VAT amount
✅ Import country
✅ Import date
✅ Customs/import references.

📥 How to Upload Import Reclaims

1️⃣ Download the expenses.csv Template

You can download the template:

• directly from the hellotax software
• or from the relevant Help Centre article/link.

Within the software, navigate to:

Settings → Integrations → Manual Upload

2️⃣ Populate the CSV File Carefully

Enter the import reclaim information into the template.

Important:

• overwrite the example rows with your own data
• keep the formatting exactly as shown
• do not modify column names or structure
• ensure all values match the official customs/import documents.

⚠️ Incorrect formatting may cause upload errors or rejected files.

3️⃣ Log Into Your hellotax Software Account

Access your hellotax account using your standard login credentials.

4️⃣ Navigate to Manual Upload

Within the software, go to:

Settings → Integrations → Manual Upload

5️⃣ Upload Your Completed expenses.csv File

Click:

“Upload my File”

and select your completed file.

6️⃣ Review the Upload Confirmation

After uploading:

✅ A green confirmation message means the upload was successful.

❌ A red error message means:

• corrections are required
• or the file format/data contains issues.

If errors appear:

• review the detailed error messages carefully
• correct the issues
• then upload the file again.

⚠️ Common Import Upload Errors

The most common issues include:

• uploading NET values instead of GROSS import values
• incorrect VAT amounts
• missing customs references
• invalid date formatting
• incorrect country codes
• altered CSV structure
• duplicate entries
• or mismatches with customs documentation.

Carefully reviewing all import data before upload can help avoid delays and compliance issues.

🤝 Why Accurate Import Uploads Matter

Correct import reclaim uploads help support:

• accurate VAT recovery
• compliant VAT filings
• customs reconciliation
• and reduced audit risk.

⚠️ Incorrect import data may result in:

• unrecovered VAT
• VAT return inconsistencies
• customs discrepancies
• delayed reclaims
• or tax authority investigations.

🎥 Need Help?

If you experience issues:

• 📌 Review the relevant Help Centre guidance or video tutorials
• 📌 Check the upload error messages carefully
• 📌 Contact your hellotax Account Manager if problems continue.