Your Responsibilities — and What Happens If Data Is Late or Missing

To prepare accurate UK VAT returns and meet your obligations to HM Revenue & Customs (HMRC), it is essential that all transaction data is uploaded directly into your hellotax software account — never sent by email.

hellotax uses the information held in the software to calculate, validate and prepare your VAT filings. Without complete and timely data in the system, your VAT returns cannot be prepared correctly.

This article explains why uploading your data properly is critical, what happens if data is late or missing, and how to stay compliant.

✅ Why You Must Upload Data into the hellotax Software (Not by Email)

hellotax operates as a software-driven VAT compliance provider. VAT calculations, validations and filings are prepared using the data available in your account.

1️⃣ Email Data Cannot Be Used for VAT Filings

Files sent by email:

• Do not automatically enter the VAT calculation process
• Are not validated by the software
• Cannot be included automatically in your VAT return

Your transaction data must therefore be available in your hellotax account.

2️⃣ Your Data Must Be Available in the Software

Uploading data through your hellotax account ensures that the information required for your UK VAT reporting is available in the correct place.

This provides greater:

• Consistency
• Traceability
• Visibility
• Control over the data used for your filings

3️⃣ The Software Creates an Audit Trail

Your hellotax account records relevant information relating to your data and its processing.

This helps maintain a clear record of the information used to prepare your UK VAT filings.

UK VAT-registered businesses may also be subject to HMRC's Making Tax Digital (MTD) requirements for keeping digital VAT records and submitting VAT returns using compatible software.

4️⃣ Manual Handling Increases the Risk of Errors

Data provided outside the normal software process may require additional manual handling.

This increases the risk of:

• Missing information
• Incorrect formatting
• Processing delays
• Errors in the data used for VAT reporting

It also falls outside the standard automated subscription process.

5️⃣ HMRC VAT Deadlines Cannot Be Delayed

UK VAT returns and payments are generally due one calendar month and seven days after the end of the VAT accounting period.

hellotax therefore needs your data well before the official HMRC deadline to allow sufficient time for processing, validation and preparation of your VAT return.

📅 Your Data Deadline: Upload by the 4th

All transaction data must be uploaded no later than the 4th day of the month following the reporting period.

Example:

VAT period ending 31 March → Upload deadline = 4 April

This includes, where applicable:

• Amazon and other marketplace transactions
• Shopify / WooCommerce / webshop sales
• Manual invoices
• Returns and refunds
• Stock transfers
• Third-party platform sales
• Other transactions relevant to your UK VAT reporting

⚠️ What Happens If You Upload Data Late?

If data is uploaded after the 4th:

• Automated filing may no longer be possible
• Manual processing may be required
• Additional compliance checks may be necessary
• The affected filing may need to be manually prepared and validated

👉 A €119 late-data processing fee applies per affected filing to cover the additional manual handling required.

🚫 What Happens If You Do Not Upload Data at All?

If the required data is not available in the software, hellotax may be unable to prepare and submit your UK VAT return correctly and on time.

This may result in:

• Late or missing VAT returns
• Late payment of VAT
• HMRC late-submission penalty points and potential financial penalties
• Late-payment penalties
• Late-payment interest
• Additional HMRC correspondence or compliance action

hellotax cannot take responsibility for filings that cannot be completed because the required customer data has not been provided.

💡 Best Practices to Stay Compliant

✔ Activate Available Integrations

Connect supported marketplaces and webshops to help automate your data flow.

✔ Perform a Monthly System Check

Make sure:

• Integrations are active
• Permissions remain valid
• There are no connection errors
• Your transaction data is complete

✔ Upload Manual Data Early

Aim to upload manual data between the 1st and 3rd of the month following the reporting period.

✔ Never Send Filing Data by Email

Upload transaction data through your hellotax account.

✔ Review Alerts

If hellotax identifies missing or incorrect information, review the alert and complete the required action promptly.

🤝 How hellotax Supports You

We provide:

• Automated VAT calculations
• Integration monitoring
• System alerts for missing or incorrect data
• Compliance checks
• Support from your Account Manager

However, you remain legally responsible for ensuring that your transaction data is complete, accurate and uploaded on time.

📌 Summary

🔑 Key Takeaways

• Upload all relevant transaction data to your hellotax account
• Do not send filing data by email
• Upload by the 4th of the month following the reporting period
• Make sure your data is complete and accurate
• A €119 fee per affected filing applies where late data requires manual processing
• Late or missing data may result in penalties and interest from HMRC

💬 If you need help setting up integrations or uploading data, contact your hellotax Account Manager.