Why a good initial onboarding makes the difference
A clear onboarding is the most effective way to avoid mistakes that end up repeating themselves quarter after quarter. Typical problems arise when:
- incomplete reports or files in the wrong format are imported;
- different periods get mixed together;
- the seller’s VAT status hasn’t been clarified beforehand (OSS yes/no, local VAT numbers, etc.).
This checklist helps you set up VATManager correctly from the very first use, so you have consistent data from your first return onwards.
Step 1: gather the basic tax information
Before importing any files, gather this information:
- country of tax establishment (e.g. IT, DE, ES);
- whether or not you’re registered for OSS, and the effective date;
- local VAT numbers in other countries (e.g. DE, FR, PL, CZ if you use Amazon’s multi-country warehouses);
- whether you use IOSS for non-EU flows;
- the list of active channels (Amazon, eBay, Shopify, others).
This data is needed to correctly configure VATManager’s filters and to understand which VAT regime applies to each transaction.
Step 2: identify the periods to analyse
Decide:
- which month/year you want the analysis to start from (e.g. from when you crossed the OSS threshold, or from the start of the year);
- whether you’ve already filed some OSS or local returns and just want to consolidate the history, or whether you’re starting “from zero”.
It’s important not to mix:
- periods already declared with periods still to be declared;
- pre-OSS data with post-OSS data, without indicating the activation date.
VATManager lets you work with clearly delimited periods, making it easier to reconcile with returns already filed.
Step 3: get the right files from your marketplaces
For each channel, gather:
- Amazon: the VAT Transaction Report for the month or for a custom range;
- eBay: sales and refunds reports with a per-country breakdown;
- Shopify: order reports with complete tax lines.
Make sure that:
- the date range covers the entire period you want to analyse;
- the exports are in the marketplace’s most recent template version;
- if you have multiple accounts (e.g. several Amazon logins), you have the reports for all of them.
Input quality is decisive for avoiding gaps in your data.
Step 4: import the files into VATManager
Once you’ve gathered the files:
- log in to VATManager;
- create or select the seller profile;
- upload the reports following the instructions for each marketplace;
- check that the system correctly recognises columns, currencies and countries.
If some files produce errors (e.g. missing columns), fix the exports at the source before proceeding.
Step 5: configure channel and country mapping
Inside VATManager, define:
- which country codes are considered “domestic” (your country of establishment);
- which countries fall under OSS sales (intra-EU cross-border B2C);
- any countries with local VAT registrations (for sales from foreign warehouses).
This configuration lets the system:
- separate domestic sales from OSS sales;
- distinguish sales from local stock from cross-border sales (important for Amazon Pan-EU);
- produce reports consistent with the different regimes.
Step 6: check the first output reports
After the first import, VATManager generates:
- a summary by country of consumption (taxable amount, VAT, rate);
- a breakdown by channel (Amazon, eBay, Shopify, etc.);
- indicators showing whether the OSS threshold has been reached or is close.
Before using this data for a return:
- compare the quarterly total with the revenue recorded in your accounts;
- check that your main selling countries are represented correctly;
- review sample transactions for each country to make sure the rate applied is correct.
Step 7: prepare materials for your accountant
A complete onboarding also involves bringing your tax advisor in. Prepare for them:
- the reports exported from VATManager by country × rate × period;
- a short note explaining how the data was obtained (e.g. which Amazon/eBay/Shopify reports were used);
- the OSS activation dates and any local VAT numbers.
This reduces the need for back-and-forth emails and makes your accountant’s work faster and more accurate.
Step 8: set up a quarterly routine
Finally, turn onboarding into a routine:
- set a “fixed” day after the close of each quarter to export the reports from your marketplaces;
- import the files into VATManager, check the threshold indicators and per-country outputs;
- pass the materials to your accountant ahead of the OSS deadline (the 30th day of the month following the end of the quarter).
This way, the initial onboarding doesn’t remain a one-off event, but becomes the foundation of a stable, repeatable VAT process.