Frequently Asked Questions

Here you'll find answers to the most common questions our clients ask about Belgian VAT and OSS registration.

📧 a) How do I send documents to you?

Please reply directly to the email thread with your Registration Assistant.

Always use the original email thread so we can track your registration case efficiently.

📋 b) What do I do next?

Once you have submitted:

• Your completed registration forms
• Your supporting company documents

your Registration Assistant will review everything.

If all information is complete, you will receive the final documents to sign and return.

⏳ c) How long does it take?

Typical processing times are:

🇪🇺 EU Companies: approximately 4–8 weeks

🌍 NON-EU Companies: approximately 6–12 weeks

Processing times may vary depending on the Belgian Tax Authority and whether additional information is required.

⚡ d) Can the process be speeded up?

Unfortunately, no.

Once submitted, the processing timeline is controlled by the Belgian Tax Authority.

📄 e) Why must my company documents be less than 6 months old?

Belgian tax authorities may request recently issued documents to confirm that:

• The company remains active
• Company information is up to date
• The legal structure has not changed

💬 f) What is the best way to communicate?

Please always use the original email thread for your registration case.

This helps keep communication organised and reduces delays.

🛟 g) What support is available?

You will have support from:

• Your Registration Assistant
• Your Account Manager

📌 Response time is typically within 1 business day.

📁 h) Will I receive a file reference number or contact person?

Applications are generally linked to internal reference numbers.

The Belgian Tax Authority does not usually assign a dedicated contact person for non-resident registrations.

🌍 i) Do NON-EU companies need a Fiscal Representative in Belgium?

🇪🇺 EU Companies

EU-established businesses can generally register directly.

🌍 NON-EU Companies

Many non-EU businesses are required to appoint a Belgian Fiscal Representative before registration can be completed.

Additional documentation and guarantees may be required.

🛒 j) What is the difference between VAT Registration and OSS Registration?

VAT Registration may be required where goods are stored or sold locally in Belgium.

OSS Registration allows qualifying EU B2C sales to be reported through one quarterly OSS return.

The two registrations serve different purposes.

🌍 k) Do I need both VAT and OSS registration?

Possibly.

For example:

✅ Stock stored in Belgium may require a Belgian VAT registration.

✅ Sales to consumers in other EU countries may be reportable through OSS.

💻 l) Can you provide direct access to Belgian tax portals?

No.

VAT obligations are managed through:

• VATjar
• Your Registration Assistant
• Your Account Manager
• Your Fiscal Representative (where applicable)

🔒 m) Are my documents secure?

Yes.

All documents are stored securely in accordance with GDPR requirements and shared only where necessary.

🛒 n) Can we trade before the VAT number is issued?

Businesses may generally begin trading before a Belgian VAT number has been issued.

However:

📌 You cannot display a Belgian VAT number until it has officially been assigned.

📌 Historical transactions may need to be reported once registration is completed.

📦 o) What additional information may ecommerce sellers need to provide?

Belgian tax authorities may request:

• Marketplace information
• Warehouse agreements
• Supply chain details
• Stock movement records
• Evidence of taxable activities
• Sales forecasts

🧾 p) When do OSS obligations begin?

OSS reporting obligations generally begin from the effective OSS registration date confirmed by the tax authority.

Sales made before that date may need to be reported through local VAT registrations where applicable.

🤝 Need Help?

Please contact your Registration Assistant or Account Manager if you have questions regarding your Belgian VAT or OSS registration.