📌 What You Need to Know

Each month, businesses should upload any:

eligible business expenses

incurred during the previous reporting period into their hellotax software account.

Uploading expenses correctly helps support:

• VAT return preparation
• VAT recovery where applicable
• bookkeeping accuracy
• and overall VAT compliance.

📅 Upload Deadline

Business expenses should normally be uploaded:

by the 4th day of the following month

Example:

• expenses relating to January should normally be uploaded by:

4th February

⚠️ Uploading expense data late may result in:

• delayed VAT filings
• missed VAT recovery opportunities
• or incomplete reporting.

✅ What Expenses Can Usually Be Uploaded?

Eligible expenses may include:

• 📦 Import VAT
  ⚠️ Please note: import duties/customs duties are generally not reclaimable as VAT
• 🧾 Business-related supplier invoices
• 🚚 Logistics and shipping costs
• 🏢 Warehousing and fulfilment expenses
• 💻 Operational business costs where VAT recovery is permitted
• 🌍 Cross-border business expenses related to taxable activities.

⚠️ Important Reminder About Reclaimable VAT

Not all expenses qualify for VAT recovery.

In many countries:

• VAT may only be reclaimable where:
  • the business is not the final consumer
  • the expense relates to taxable business activities
  • and valid VAT invoices are available.

Some expense categories may have:

• partial VAT recovery restrictions
• or no VAT recovery entitlement at all depending on local rules.

📥 How to Upload Your Expenses CSV File

1️⃣ Download the hellotax 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

Enter your expense information carefully into the template.

Important:

• overwrite the example rows with your own data
• keep the formatting exactly as shown
• do not change column names or structure
• ensure invoice dates, VAT amounts, and country codes are correct.

⚠️ Incorrect formatting may cause upload errors or rejected files.

3️⃣ Log Into Your hellotax Software Account

Access your hellotax account using your normal login credentials.

4️⃣ Navigate to Manual Upload

Within the software, go to:

Settings → Integrations → Manual Upload

5️⃣ Upload Your Completed Expenses File

Click:

“Upload my File”

and select your completed expenses CSV 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:

• scroll down to review the detailed error messages
• correct the issues
• then upload the file again.

⚠️ Common Upload Issues

The most common upload problems include:

• incorrect VAT amounts
• missing invoice information
• invalid date formatting
• incorrect country codes
• altered CSV structure
• or duplicate expense entries.

Carefully reviewing the file before upload can help avoid delays.

🎥 Need Help?

If you experience issues:

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

🤝 Why Accurate Expense Uploads Matter

Accurate expense reporting helps support:

• correct VAT recovery
• accurate VAT return preparation
• proper accounting records
• and reduced compliance risks.

⚠️ Missing or incorrect expense data may result in:

• unrecovered VAT
• incorrect VAT filings
• or tax authority questions during audits.