📝 How to Navigate Your VAT Registration with hellotax (Standard Package +)

Welcome to hellotax! 🎉

We’re pleased to support you throughout your Czech VAT registration process. This guide explains the key stages, required documentation, and what you can expect during the registration journey.

Step 1: Welcome & Introduction

You will receive a welcome email confirming your registration request and next steps.

As part of your Standard Package, you will also be invited to a Welcome Call with your appointed Account Manager.

During the call, we will:

• explain your subscribed services
• guide you through the hellotax platform
• explain the Czech VAT registration process
• review expected timelines
• and answer your initial questions.

Step 2: General Information Form & Questionnaire

Within 1 business day, your Registration Assistant will send:

• a General Information Form
• and a business Questionnaire.

Action required:

✅ Complete the form fully
✅ Answer all questions accurately
✅ Return all documents within the same email thread
✅ Inform us if you already hold an OSS registration elsewhere in the EU.

Providing detailed information helps avoid delays and additional requests later in the process.

Step 3: Supporting Company Documents

Please provide your company documentation by email.

⚠️ Important:
Documents generally need to be issued within the last 6 months.

Examples may include:

• company registration extract
• VAT certificates
• director identification
• proof of business activities
• ecommerce marketplace details
• warehouse agreements
• or invoices.

📌 Always reply within the same email thread.

Step 4: Review by hellotax

Your Registration Agent will review all submitted documentation and information.

⏳ Typical review time:
up to 2 business days.

If anything is missing or unclear, we will contact you with further instructions.

Step 5: Translations (If Required)

Some Czech tax offices may require certain documents to be translated into Czech.

If required, we will:

• explain which documents require translation
• advise on translation costs
• and guide you through the process.

Step 6: Corrections or Final Documents

✅ If all information is complete:
you will receive final registration documents for signature.

❌ If changes are needed:
your Registration Agent will explain exactly what requires correction.

Please carefully review all documents before signing.

Step 7: Final Review & Submission

Once all required documentation has been completed:

a local VAT professional will conduct a final review before submission to the Czech tax authority.

⏳ Typical review time:
1–2 business days.

Step 7a: Additional Tax Office Requests

The Czech tax authority may sometimes request additional information such as:

• proof of business activity
• contracts or invoices
• supply chain explanations
• warehouse documentation
• proof of transport
• or director identification.

⚠️ Delays in responding may extend processing times.

Step 8: Waiting for the Tax Office Decision

After submission, the Czech tax authority reviews the VAT application.

⏳ Processing times vary depending on:

• tax office workload
• completeness of the application
• and the complexity of the business model.

Additional tax office questions may increase the overall timeline.

Step 9: Use Your Czech VAT Number

Once issued:

your Czech VAT number should be used on invoices and for Czech VAT compliance purposes.

This may include:

• VAT returns
• ECS reporting
• Control Statements
• OSS reporting
• and intra-EU trade reporting.

Step 10: Upload Your Transaction Data

Please upload your monthly transactional data into your hellotax software account by:

the 4th day of the month following the reporting period.

This helps ensure your VAT filings are prepared correctly and submitted on time.

📌 Ref: Data Transfer

✅ That’s It!

By following these steps and maintaining communication with your Account Manager and Registration Assistant, your Czech VAT registration process can proceed as efficiently as possible.

We’re delighted to support your business and help you stay VAT compliant in the Czech Republic.