Uploading Documents for your VAT Application via Expandly

Uploading Documents for your VAT Application via Expandly

Overview

This guide explains how you can upload all necessary documentation, required alongside your VAT application(s), via your Expandly portal.

Why do I need a VAT Number in different countries? 

You need a VAT number in different countries mainly because VAT is a location-based tax: each country (and sometimes region) has its own VAT system, rules, and tax authority.

Here’s why you might need separate VAT registrations:

  1. Cross-Border Sales (Thresholds / Nexus)

    • If your business sells goods or services into another country, you may hit that country’s VAT registration threshold. Once you pass it, you’re legally required to register for VAT there.

    • Example: If you sell online into Germany from the UK and exceed the threshold, you must get a German VAT number.

  2. Storing Goods in Other Countries

    • If you use warehouses, 3PLs, or fulfilment centres abroad (e.g., Amazon FBA in France or Poland), you’re considered “established” there for VAT purposes, so you must register locally.

  3. Importing Goods

    • If you import goods into a country for resale, you usually need a VAT number there to claim back import VAT and charge VAT correctly to customers.

  4. Collecting and Remitting VAT Locally

    • Customers in that country expect VAT invoices that show a valid local VAT number.

    • You need it to remit VAT to that country’s tax authority, not just your home country.

  5. Compliance & Avoiding Penalties

    • Operating without the correct VAT number can lead to heavy fines, blocked shipments, or even being barred from selling in that market.

Why do I need to provide documentation? 

In order to proceed with submitting your applications to the relevant Tax Authorities, we are required to gather documentation from you, that is submitted alongside the registration and reviewed by the relevant Tax Authority. This is the process of officially registering yourself, your business, or your organization with the government’s tax authority, so each country will have their own specific needs regarding what documentation that wish for businesses to provide, in order for them to issue VAT Numbers

What documentation do I need to provide? 

Every VAT application must have Standard Documentation provided - for more information on what these documents are, please click here
In addition, countries require extra supporting documentation, which varies country by country. Expandly will only request these if they are mandatory for submission.

Uploading VAT documents to Expandly

1. Log into your Expandly Portal - Expandly Client Portal
2. Click Promote & Expand > Compliance > Tax Applications:
3. Complete the Application Form - This can be access by clicking the 'Here' link:
4. Once the Application Form has been filled in, the page will show you what Documents need to be uploaded:

- Standard Documents need to be uploaded, and will be submitted alongside ALL VAT applications, for all Countries
- Within the Country Field, it will specify what documents are needed for each different country
5. Click  
6. On the Pop-Up, either  or drag and drop the document - Once added click  to save the document within your portal
7. Repeat Step 6, ensuring all documentation required, is uploaded
Please Note: We will be unable to proceed with submitting your VAT application until the Application Form, Standard Documents and Country Specific Documents have all been provided
8. Once all required Documentation is provided, the VAT record will go into review with the Team - we will then review to documents you have provided to ensure that these are accurate, correct and that we are in a position to be able to submit the application to the relevant T/A
Please Note: If there are any issues with any of the documentation provided, or anything is missing, a member of the Team will be in contact to discuss this with you
9. Once our review is complete, and we have everything needed, we will liaise with the relevant T/A to submit your Tax Registration request - should any additional questions or queries be received from the Authorities, we will work with you to resolve any outstanding issues that may be preventing your VAT application from proceed to the next stage
10. Once your VAT Number is provided - we will be in touch to let you know the details! 

Need more help? 

If you need more help, no problem. Contact Us and the Team will be happy to support you through the journey.

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