Whole webinar can be viewed here: https://us06web.zoom.us/clips/share/wTCXYZigTEOOyXfGEBfkhQ
What is covered in this VAT onboarding video?
In this video, we walk you through the main steps of the EAS VAT onboarding process and explain what happens after you submit your registration form.
The onboarding process is designed to make sure your store is set up correctly for VAT purposes, without disrupting your current store settings, pricing, or sales setup.
1. Filling in the registration form
The process starts with the form you complete on the EAS website. https://easproject.com/reg
You do not need to worry if you are unsure about some of the answers. The form is used to help EAS understand your business, your sales channels, and what kind of VAT support you may need.
If something is unclear, or if a service is not currently needed for your business, the EAS team will contact you and guide you.
2. Providing platform-specific information
Depending on the platform you use, you may receive an additional onboarding form.
For example, Shopify sellers may receive a Shopify-specific onboarding form so that EAS can better understand how the store is currently set up.
If you do not know the answer to a question, you can simply write that you do not know. The purpose of the form is to collect enough information to start the onboarding process efficiently.
3. Giving EAS access to your store
After EAS has received the required information, the next step is usually to provide access to your store.
EAS can support different ecommerce platforms with direct integration, including:
- Shopify
- WooCommerce
- Wix
- Shopware
- PrestaShop
- other ecommerce platforms
EAS also support API connection: https://api-doc.easproject.com/
The EAS team reviews your current store setup before making any changes. This includes checking how taxes are currently configured, what products you sell, and what VAT obligations may apply to your business.
The goal is to make the store compliant while making sure that your existing setup, prices, and sales process are not disrupted.
4. Reviewing your VAT setup and product types
During onboarding, EAS reviews your current tax setup and the types of products you sell.
This is important because different products may have different VAT treatment. For example, some products, such as books or food items, may fall under reduced VAT rates in certain EU countries.
EAS also reviews how your store handles international sales, including how prices are shown to customers in different countries and whether VAT is included or excluded in specific sales scenarios.
5. Completing the store setup
Once the review is complete, EAS sets up the store for VAT compliance.
In most cases, this can be done without needing further input from you. However, if something is unclear, EAS may contact you with additional questions or request a short video meeting to confirm specific details.
For some platforms and setups, HS codes may also be needed. HS codes are commonly used in international trade and may be required in certain VAT or shipping setups.
The faster you respond to any questions during onboarding, the faster EAS can complete the setup.
6. Receiving and using your IOSS number
If you have applied for the IOSS scheme, you will receive your IOSS number once the onboarding process is complete.
The IOSS number must be added to your logistics or shipping provider so that it is included correctly in the shipment data.
This may apply if you use providers or tools such as:
- Royal Mail Click & Drop
- DHL eCommerce
- UPS
- Easyship
- ShipStation
- other shipping or logistics providers
Check our guides here: https://help.easproject.com/hc/en-gb/categories/5012454640671-Shipping
It is important that the IOSS number is passed correctly into the logistics data. This helps avoid situations where customers are incorrectly charged VAT again when the shipment arrives in the destination country.
7. Accessing the EAS dashboard
After onboarding, you will receive an invitation to access the EAS dashboard.
The dashboard is where you can manage different parts of your VAT service, including:
- orders
- invoices
- VAT reports
- corrections
- contracts
- users
- payment methods
- integrations
- pricing
https://dashboard.easproject.com/
8. Viewing your orders
In the dashboard, you can view the orders that come from your store.
You can open individual orders and review the order details, including information about returns, discounts, or other changes.
If a return or post-sale discount has been processed, this will also be reflected for VAT reporting purposes. This helps make sure that your VAT reports take these changes into account correctly.
9. Viewing invoices and reimbursements
The dashboard also includes your EAS invoices.
You can see whether invoices have been paid, download invoice PDFs, and view invoice breakdowns.
In some cases, reimbursements may be expected from specific countries. This can happen, for example, when a correction is made or when a return is processed after the original sale month.
These reimbursements are handled automatically, but the dashboard allows you to see the status and details.
10. Reviewing sales reports and VAT reports
The dashboard includes sales reports that break down your sales into different groups.
These reports can be useful for:
- accounting
- administrative purposes
- reviewing VAT treatment
- understanding sales activity across countries
You can also view the VAT reports that EAS files for you. These reports show the relevant reporting period and the countries included in the filing.
Reports can be downloaded from the dashboard, for example as PDF or Excel files.
11. Creating corrections
Corrections may sometimes be needed.
One example is a double taxation situation. This can happen if the IOSS number is not correctly passed through the logistics process and the customer is asked to pay VAT again when the parcel arrives.
If this happens, a correction can be created so that the VAT can be handled correctly in the reporting process.
12. Reviewing your contract and store setup
In the Contract section of the dashboard, you can view your agreement with EAS.
This includes Annex 2, which contains information about the settings EAS has applied to your store during setup.
This makes it easier to review what has been changed and to follow up if anything needs to be checked later.
13. Managing dashboard users
You can add additional users to your EAS dashboard.
For example, you may want to add someone from your finance, accounting, or operations team.
Users can be added with different access options, such as administrator access or notification-only access.
14. Setting up payment methods
In the Payment methods section, you can manage how you pay EAS invoices.
Available payment options may include:
For UK customers, direct debit can be a convenient option because payments can be collected in pounds.
You can also view previous payments and the payment method used.
15. Managing integrations
The Integrations section is used when you need to connect a new store or set up specific tax authority connections.
For example, if EAS files UK VAT reports for your business, you may need to connect your account to HMRC after receiving your UK VAT number.
16. Reviewing or changing your pricing plan
The dashboard also includes a pricing section where you can review your current EAS fee plan.
You can switch plans if your sales volume changes. Pricing changes can usually be made once per month and apply from the next month.
This allows you to adjust your plan based on your current sales activity.
17. Monthly invoicing
Each month, EAS issues an invoice after the reporting period.
The invoice includes a breakdown of what you are being charged for. You can review the details in the dashboard and then pay the invoice using your preferred payment method.
18. Using the Knowledge Center
If you have questions about specific situations, such as returns, exchanges, discounts, or platform-specific processes, you can use the EAS Knowledge Center.
The Knowledge Center includes articles for different platforms and situations, including Shopify, WooCommerce, Wix, and others.
Summary
To complete your VAT onboarding with EAS, the main steps are:
- complete the registration form
- provide any platform-specific onboarding information
- give EAS access to your store
- allow EAS to review your current tax and product setup
- respond to any questions if clarification is needed
- receive and use your IOSS number, if applicable
- access your EAS dashboard
- review your orders, invoices, reports, corrections, and payment settings
Once onboarding is complete, EAS will help manage your VAT reporting process through the dashboard, while giving you visibility over your orders, invoices, reports, and account settings.