VAT Declaration

It’s time for the VAT return

Because we strive for as paperless administration as possible, we would like to receive your administration digitally. We sent everyone special email addresses that belong to your personal digital mailbox at our office. If you have not yet started using it, we would like to request that you do so. If you would like some additional explanation, please give us a call.

Please note that the VAT must be submitted AND paid by the end of every VAT-month (April, July, October and January). So please be sure to send the documents on time, we would like to receive everything by the 7th of every month at the latest.

What do you need for a complete VAT return?

As a reminder, a summary of what is required in any case for a complete declaration:

• Bank statements with a BEGIN and an END balance (a print screen from internet banking is not sufficient). Contact with the Tax office have shown that, despite of the bank connection that we have with many of you, it is still mandatory to present ORIGINAL bank statements, as a PDF, to be kept in the administration. Do you want to add these too?
• If your bank account is not connected to Exact Online, please also send us (next to the PDF statements) the bank statements in MT940 format;
• For those who have a ‘new’ PSD2 bank connection in Exact, check whether it is still running. The new connections must be renewed every 6 months. If you have this link, you have received login details for Exact Online. Don’t remember your password? Then click on ‘forgot your password’;
• Cash sheets in Excel. Please check if your closing balance matches what’s in your wallet? Note: receipts above €100 needs to be in the name of your company;
• Purchase invoices, pin receipts etc.. If you pay cash by refueling make sure you also use a savings card that is in your name, only then the VAT is also deductible. And make sure that we always receive the original invoices with VAT specification. Reminders, payment- and order confirmations are not accepted by the tax authorities. Receipts from restaurants etc. can be deductible, but ONLY if it states with what BUSINESS RELATIONSHIP has been eaten/drunk;
• Sales invoices;
• Please do not send us print screens, but PDF documents instead. If a picture is taken of a receipt, make sure that the actual size of the file is retained, so that the receipt is still readable for us;
• All other correspondence, for example tax assessments, etc.

Correction VAT declarations

Failure to provide all kinds of documents often leads to the need to submit an additional CORRECTION VAT DECLARATION after the end of the quarter or the end of the year. Since this results in a lot of extra work for us, we charge an amount of €90 excluding VAT for this additional VAT return. A correction is required  if the correction amounts to €1.000 or more. Below this amount, the correction may be carried forward in the following quarter. After the end of a financial year, we always make a correction, even under the €1.000. Therefore, please make sure the administration is complete.

Special attention to the last tax return of the year

The following only applies to the last declaration of each year. (4th quarter / December)

• The value of the stock at December 31th;
•  The interest overview of your lease contract(s);
• Please note that we need all purchase and sales invoices with a date in 2025. Even if
  they have not yet been paid/received. The absence (and later delivery) of these invoices can result in a correction VAT declaration;
• Do you have a company car and do you not drive it privately (or drive it less than
  500 km per year)? You are then obliged to provide a balanced mileage
  registration or to have submitted a declaration of exclusive business use to
  the tax authorities. in all other cases I will process an addition + VAT
  correction for private use in the administration;