VAT Details And Charges

Is SmarterQueue VAT Registered?

Yes! SmarterQueue became VAT-registered on July 1st 2018. To comply with European laws, we must add VAT to the invoices for all EU-based customers.

Invoices paid prior to July 1st, 2018 did not have VAT added as SmarterQueue was not yet registered.

The SmarterQueue VAT number is GB 298326460 and is displayed on all invoices where VAT has been charged.

How To Enter Your Business Details

In order to calculate whether to charge VAT and at what rate, you will be asked to provide your business address (and optional VAT number).

1. Navigate to 'Settings' using the drop-down cog menu in your SmarterQueue dashboard

2. Select 'Business Details' from the left-hand menu

3. Click 'Change Business Address' to update your business' information

Reverse-Charging VAT

If you’re an EU (non-GB) consumer, that is, you won’t be adding a VAT number to SmarterQueue, you will be asked if you intend to reverse-charge payments.

If you will be reverse-charging, choose Yes. You’ll be asked to email us proof of your business status (only businesses can reverse-charge VAT). Once we get proof, we’ll enter your business confirmation which will tell our system that you’ll be reverse-charging VAT.
If you won’t be reverse-charging, choose No.

Where To Enter Your VAT Number

An EU or UK business can only enter a VAT number if the VAT country matches your billing country and business address. If there’s confusion, you’ll be asked to email us with proof of your location (usually a bank statement or official business documentation will serve as proof).

European (non-UK) businesses who enter their VAT number will not be charged VAT on the SmarterQueue invoices.
All accounts in the UK will have the standard local VAT surcharge added to all future invoices. Those businesses with a VAT number are invited to add it to SmarterQueue, where it will be shown on your invoices for your accounting purposes.

1. Navigate to 'Settings' using the drop-down cog menu in your SmarterQueue dashboard

2. Select 'Business Details' from the left-hand menu

3. Click 'Add Your VAT Number' to update your VAT information

What Countries Must Pay VAT?

All accounts in the EU nations listed below will have the standard local VAT surcharge added to future invoices, except where a valid VAT number is provided, or where reverse-charging can be proved:

Austria
Belgium
Bulgaria
Croatia
Cyprus
Czech Republic
Denmark
Estonia
Finland
France
Germany
Greece
Hungary
Ireland
Italy
Latvia
Lithuania
Luxembourg
Malta
Netherlands
Poland
Portugal
Romania
Slovakia
Slovenia
Spain
Sweden
United Kingdom*

* All accounts in the UK will have the standard local VAT surcharge added to all future invoices. Those businesses with a VAT number are invited to add it to SmarterQueue, where it will be shown on your invoices for your accounting purposes.

Common Questions

I’m having problems entering my business details. What can I do?

Any issues entering your business details may be due to a mismatch with the country you’ve entered and the location we’ve detected from your internet browser. Please contact us with proof of your current location (this can be a bank statement or another type of official business documentation). We will update your information in our system, after which you will be able to enter your business details without issue.

What if my VAT details have changed?

You may have a new VAT number, or you may have changed your business address details at your country's VAT registry.

In either case, simply click on Change VAT Number from the Settings page, empty out your VAT number, and click the Save button. Then click Add VAT Number, and enter your VAT number again. We will fetch the latest details from the EU VAT registry.

I’m having problems entering my VAT number. What can I do?

First, ensure that you’re entering the correct number. We validate all VAT numbers against the EU’s official records. Your VAT number is different from your business registration or business license number. If you’re still encountering errors, there may be a mismatch with the country you’ve entered and the location we’ve detected from your internet browser. Please contact us with proof of your current location (this can be a bank statement or another type of official business documentation). We will update your information in our system, after which you will be able to enter your VAT number without issue.

I live in [country] but work in [another country]. Do I have to pay VAT?

Per VAT regulations, users are required to pay VAT depending on the location from which they “use and enjoy a service”. So, if your business is registered in the United States, but you live and work in Spain, you will be charged VAT at the rate for Spain.

Do registered UK charities have to pay VAT?

While charities may not need to register for, or charge VAT, it seems HMRC requires them to pay VAT on most goods and services. This HMRC document provides full details, with this key statement: “Charities pay VAT on all standard-rated goods and services they buy from VAT-registered businesses“. While a second HMRC document lists some services that are VAT exempt, social media tools are not included, so we must charge VAT. Do ensure that you’ve provided us with proof of your charitable status, so that we can give you a 50% discount off your subscription.

What if I am not a VAT-registered business?

As we are VAT-Registered in the EU, we will be required to charge EU-based customers VAT.

How can I prove my address to confirm my location for VAT?

Send us an email at hello@smarterqueue.com with any business document that shows your VAT number and address. This can be with a business registration document or bank document.

With that, we'll update your account accordingly and ensure you're charged the correct VAT amount. 💪