We’ve just revamped our VAT Invoice Tool, and we wanted to walk you through all the new features and show you how the tool works now!
To recap, our VAT Invoice Tool automates the time-consuming process of creating a VAT invoice for every EU customer who requests one. Instead of a back-and-forth email confirmation to collect all the customer’s information and create a VAT invoice by hand, all you have to do is send the customer a link. They can follow that link, fill in their information, and have our tool automatically generate a VAT invoice and send it to them. You don’t have to lift a finger!
To access the new VAT tool, start from the Efficient Era homepage. You can either click on VAT Invoices on the top navigation bar or VAT Settings in the top right corner of the At-A-Glance panel for VAT Invoices.
First, you can add all your different VAT registrations for the EU countries in which you’ve registered. To do this, click Add VAT Registration for every country you want to add, and fill in all the fields.
Once you’ve finalized all your registration details, click Submit.
Next, set your default emails and VAT registration. To do this, click Settings in the top right corner of the VAT Invoices Tool. Once here, you can do several things:
Upload a seller logo, which will appear at the top of your customer-facing invoice page. There are no size restrictions on the image — it will automatically be adjusted to fit the page.
Add your VAT notification email: whenever a customer requests a VAT invoice, a notification will be sent to this address.
Add your VAT support email: if customers have any questions about the VAT invoices, they will be directed to this email, which will be displayed on the invoice generation page.
Add your default VAT registration, which is usually the country where your goods are warehoused if you’re using Amazon FBA.
Finally, you can edit your invoice email templates.
We provide you with a default template, but you can edit it as you like, writing in plaintext or HTML. This default template will be the standard email response to all invoice requests, along with the attached invoice.
However, you can also add marketplace-specific templates for all EU marketplaces, which will override the default template for that marketplace. If you have translations ready, you can create email templates written in all your customers’ native languages.
To finalize your changes, click Submit.
Editing templates is all well and good, but what if you want to see what the actual email will look like? Fortunately, there’s a solution — the invoice tester.
To use the invoice tester, click on Test VAT Invoices in the top right corner of the VAT Invoices page. In order to send yourself a test invoice, you’ll have to provide:
Once you fill out these fields, click Submit and a test invoice will be sent to the provided email address. You can then see what the invoice will look like as an actual email.
Any time a customer requests a VAT invoice, you can refer them to your personalized link, found at the top of the VAT Invoices page. The link should look like this: https://app.efficientera.com/en/vat/tool/ABCDEFGHI/.
When a customer clicks the link, it will take them to this page:
They will have to input:
A note on the customer’s VAT registration number:
If a customer makes an order from an EU country where you, the seller, are NOT registered, AND the customer has their own VAT registration number, the invoice will be zero-rated, meaning the seller is not responsible for charging or remitting VAT.
However, if the customer does NOT input a VAT registration number (i.e. they are not VAT registered), and they are from a country where you, the seller, are not registered, they will be invoiced for the default VAT rate, which is indicated by your Default VAT Registration under VAT Settings.
Once the customer has filled in every field, they just have to click Submit and they will be sent their VAT invoice automatically!