1️⃣ Download the hellotax CSV Template

You can download the official 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 Sales & Refund transaction data carefully.

You may:

• manually enter transactions one by one
• or import/export data from your sales channel before formatting it correctly.

Important:

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

⚠️ Incorrect formatting may cause upload failures 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 File

Click:

“Upload my File”

and select your completed Sales & Refunds 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
• invalid country codes
• duplicate transactions
• incorrect refund values
• altered CSV structure
• missing dates
• or incomplete customer country information.

Carefully reviewing the CSV before upload can help avoid delays.

🌍 Why Accurate Sales & Refund Reporting Matters

Correct reporting helps ensure:

• accurate VAT returns
• correct OSS declarations
• proper country allocation of sales
• and reduced compliance risks.

⚠️ Missing or incorrect transaction data may lead to:

• underreported VAT
• incorrect OSS reporting
• tax authority questions
• or penalties during audits.

🎥 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.

🔑 Key Takeaways

🛒 Any sales or refunds outside Amazon integrations must be uploaded manually.

📅 Uploads should normally be completed by the 4th day of the following month.

⚠️ Late uploads may require VAT amendments and additional fees.

📊 Accurate transaction uploads are essential for correct VAT and OSS reporting.

• A red error message means corrections are needed—scroll down to see the errors before retrying.