VAT Charges

In this article:

SmarterQueue’s VAT status

We decided not to register for VAT until we were legally required to do so. As a lot of our early customers were self-employed, this avoided an unnecessary surcharge on their subscription, making the product even better value.

As of July 1st 2018, SmarterQueue became VAT-registered, and so VAT must now be added to invoices for EU-based customers. Invoices paid before this date did not have VAT added.

Our VAT number is 298326460, which will be shown on all invoices where VAT has been charged.

Entering your business details

To prepare for our transition to VAT, you will be asked to provide your business address (and optional VAT number). This will enable us to calculate whether to charge VAT on your account and at what rate.

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.

Entering 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.

Countries due to 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.

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.

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