VATManager User Manual

Getting started

VATManager is ready in a few minutes. Follow these steps for the initial setup.

1. Create an account — Sign up at app.vatmanager.eu/register with no credit card. The free plan is active immediately.
2. Complete your profile — Enter your company name, VAT number, country of establishment and OSS/IOSS number if already available, under Account → Settings.
3. Connect a marketplace — Go to Marketplace and add your Amazon Seller Central credentials (or another channel). The first sync imports transactions automatically.
4. Generate your first report — Open OSS Report, select the year/quarter and download the PDF or Excel file, ready for your accountant.

Dashboard

The Dashboard is the main screen after login. It shows an overview of your tax position, with the active period filters.

Key metrics

The indicators shown depend on the available data and your active plan; not all of them are always present.

• Total sales — Gross revenue for the selected period (year/month filter top right).
• VAT due (OSS) — Total VAT owed to EU states for the current quarter.
• Active countries — Number of EU countries where you have made B2C sales.
• OSS threshold — Progress bar towards the €10,000 annual limit (under-threshold), with a visual indicator.
• Imported transactions — Total number of rows processed in the period.
• Last sync — Date and time of the last data update from your marketplaces.

VAT trend chart

The bar chart shows monthly VAT by country. Click a country in the legend to isolate its series. Use the Year and Type filters (OSS / IOSS / national) to customise the view.

Statistics & Analytics

The Statistics section analyses sales, VAT, countries, refunds and suppliers with year, month and quarter filters. It's an analysis and reconciliation tool, not a tax document: for filing values, use the dedicated reports.

Levels by plan

• limited (Free, Starter) — reduced overview.
• store (Logistics Core) — statistics focused on the Store.
• full (Base, Pro, Enterprise, Agency) — complete overview.

Sales Activity heatmap

The heatmap crosses the day of the week with the month of the year, highlighting the periods of highest sales intensity (transaction count and total). Refunds, returns, credit notes and adjustments are excluded.

Marketplace Analytics Pro

Dedicated dashboards per channel, powered by statistics sync via OAuth/LWA (Pro plan, `api_sync_enabled`):

• Amazon — Sales & Traffic, FBA inventory, PPC and FBA fees.
• eBay — dedicated analytics dashboard.
• Shopify — dedicated analytics dashboard.

These views measure commercial performance and do not replace the tax reports.

Transactions

The Transactions section lists every sale, refund and tax movement imported from your marketplaces.

Available filters

• Period: day, week, month, quarter, year, custom range.
• Marketplace: Amazon, Shopify, eBay, manual upload.
• Buyer country: filter by a single EU country.
• Type: sale, refund, fee, adjustment.
• VAT status: standard, reduced, exempt, out of scope.

File import (Amazon File, eBay, Shopify)

The Data menu has dedicated entries: Amazon File, eBay and Shopify. Each page validates the file, shows a preview and only imports after confirmation.

1. Open the channel's entry (e.g. Data → Amazon File).
2. Upload the file in the expected format: for Amazon the Amazon VAT Transactions Report (AVTR) with 95 columns; for eBay and Shopify their respective CSV exports.
3. Drag the file in or click Browse. Maximum request size: 16 MB.
4. Check the preview (rows detected, scheme, any parsing errors) and confirm the import.

Multi-import: Append or Replace

You can upload multiple files over time: each file keeps a distinct data-source ID in the reports. On upload, choose the mode:

• Append — adds transactions to those already loaded (files don't overwrite each other).
• Replace — clears the preview and loads only the current file.

The Uploaded files section shows the history and lets you remove individual files along with their transactions. The Data → Data Preview entry lets you review the acquired transactions before generating reports.

Exporting transactions

Click the Export button (down-arrow icon) to download the filtered transactions as Excel or CSV. The export respects all active filters.

OSS Report Free

The OSS (One Stop Shop) scheme lets you pay VAT on EU B2C sales through a single quarterly return in your country of establishment.

Generating the report

1. Go to Reports → OSS.
2. Select Year and Quarter (Q1, Q2, Q3, Q4).
3. Click Generate report. VATManager automatically aggregates sales by country and rate.
4. Check the per-country totals in the preview table.
5. Download as PDF (A4 format, ready for your accountant) or Excel (raw data for filing on the OSS portal of your tax authority).

National VAT report

In addition to OSS, VATManager generates the national VAT report covering domestic sales (same country of origin and destination), to be included in your country's periodic VAT return. It's available on the same plans as the OSS report and uses the same period selector (annual, quarterly, monthly).

Under-threshold limit

If your total intra-EU sales don't exceed €10,000 in the calendar year, you're exempt from the OSS scheme and apply the VAT of your country of establishment. VATManager automatically tracks the threshold and alerts you as you approach the limit.

IOSS Report Pro

IOSS (Import One Stop Shop) applies to imports of goods from non-EU countries worth less than €150, sold to EU consumers.

Activating IOSS

Before generating the report, enter your IOSS number under Account → Settings → Tax details. The number is assigned by the tax authority when you register for the scheme.

Generating the report

1. Go to Reports → IOSS.
2. Select Year and Month (the IOSS report is monthly, not quarterly).
3. VATManager automatically filters transactions flagged as IOSS by the platform.
4. Download as PDF or Excel.

VAT Deadlines Calendar

The Deadlines menu entry opens the VAT deadlines calendar: a reminder of the filing and payment deadlines relevant to your setup — OSS (quarterly), IOSS (monthly) and national obligations.

• Ordinary OSS deadlines fall at the end of the month following the quarter: 30 April, 31 July, 31 October, 31 January.
• The IOSS deadline is at the end of the month following the period.
• In-app banners and notifications flag upcoming deadlines (see the Notifications section).

Combine PDF Logistics Core / Base

Combine PDF merges into a single file the reports you've already generated and saved in Saved reports (/saved-report). It's a document-bundling tool: it is not a VAT return and it doesn't file or submit anything to the tax authority.

How to combine reports

1. Generate and save the reports you need (OSS, national VAT, ledgers, invoices…): you'll find them under Saved reports.
2. Go to Saved reports (/saved-report) and select the PDFs to merge.
3. Click Combine PDF: the selected documents are bundled, in the chosen order, into a single downloadable PDF.

The reports you can combine are those available on your plan: for example, on Logistics Core the invoice and store reports (no OSS/IOSS), while from Base upwards OSS, national VAT and the other ledgers are added.

Logistics Invoices Report Logistics Core / Base

The Logistics Invoices Report (menu Reports → Logistics Invoices Report) summarises in a single document both sales invoices and purchase invoices, filterable by period (annual/quarterly/monthly) and exportable to Excel/PDF (on plans with export). It's the basis for your VAT settlement: output VAT on sales and input VAT on purchases.

Sales invoices — output VAT

Aggregates the Store's sales invoices by customer and rate, with the KPIs: invoice count, taxable amount, output VAT and gross total. It's the basis for the VAT due on sales.

Purchase invoices — input VAT

Aggregates supplier invoices by supplier and rate, with the KPIs: invoice count, taxable amount, deductible VAT and gross total. It's the basis for the VAT credit on purchases. Invoices are uploaded from Logistics → Purchase invoices (CSV, direct upload or FatturaPA XML).

Deductible VAT per invoice

On each purchase invoice you can set the deductible VAT share in two bidirectional ways, with auto-calculation:

• Deductible % → automatically computes the Deductible VAT € (e.g. 40% of €22.00 = €8.80).
• Deductible VAT € → automatically recomputes the corresponding Deductible %.

If you set nothing, deductibility defaults to 100%. When you specify a percentage or an amount, the invoice is flagged as a manual pro-rata override. The system keeps Total VAT (invoice tax), Deductible VAT and Non-deductible VAT distinct. The registration date (art. 25 DPR 633/72) can be set per invoice; if absent, the document date applies.

Marketplace

Connect your sales channels to import transactions automatically, without manually uploading files.

Amazon Seller Central

1. Go to Marketplace → Add → Amazon.
2. Authorise VATManager via Login with Amazon (LWA): sign in to your Seller Central account and grant read-only access to the Selling Partner API.
3. Select the EU marketplaces to sync (IT, DE, FR, ES, NL…).
4. Click Save and sync. The first sync imports the history available from the marketplace.

Shopify

Authorise VATManager via Shopify OAuth: click Connect Shopify, enter your domain (e.g. my-store.myshopify.com) and approve read-only access to orders in the authorisation window.

eBay

Authorise VATManager via eBay OAuth. Click Connect eBay and sign in to your eBay account in the popup window. The permissions requested are read-only.

Sync

Once configured, you can refresh a marketplace's data by clicking Sync now in its panel. Where available, syncing can be scheduled; the actual frequency depends on your settings, the marketplace's permissions and your plan.

VAT Rates

VATManager includes an up-to-date database of VAT rates for all 27 EU countries, with support for reduced rates by product category.

Standard rates

Standard rates are pre-loaded and updated automatically. You can view them under VAT Rates → Table by country, with a filter by type (standard, reduced, super-reduced, parking, zero).

Custom reduced rates

If you sell products that qualify for reduced rates (e.g. books, food products, medicines), you can configure them under VAT Rates → Reduced → Add:

• Select the country and the applicable reduced rate.
• Enter the product category (e.g. "E-books", "Food supplements").
• Optionally add an ASIN/SKU range to automatically apply the reduction to.

VATManager will automatically apply the reduced rate when processing matching transactions.

VAT Configuration

The VAT menu gathers the tax configuration that feeds reports and operation classification. Set it up before generating reports.

Foreign VAT identifiers

Under VAT → Foreign VAT identifiers you register your VAT numbers in foreign countries, each with an activation date and an optional closure date. These dates drive the automatic filter that excludes from reports the operations falling outside a country's VAT validity window.

FBM warehouses

Still in the VAT configuration you can add or remove FBM warehouses (merchant-fulfilled shipments): the departure warehouse determines the applicable scheme (OSS, IOSS or national VAT) for the related sales.

Reduced rates

Reduced rates by product category are managed under VAT → Reduced rates — see the VAT Rates section. You can also detect them automatically from transactions and add them in bulk.

OSS thresholds and voluntary registration

Under VAT → OSS thresholds you monitor the single €10,000 threshold of intra-EU sales:

• Auto-populate: cross-border countries are detected from transactions and added with the default threshold.
• Voluntary OSS registration: you can join the OSS even below the threshold. Once registered, you stay subject to the filing obligations until you voluntarily cancel.

Pan-EU transfers and FBA sync

Under VAT → Transfers you manage stock movements between EU countries (relevant for VAT). The FBA sync feature automatically imports Amazon FBA warehouse transfers. The related Transfers Ledger is available from the Reports menu.

Suppliers

The Suppliers section manages your supplier records and their purchase invoices, for calculating deductible VAT.

Adding a supplier

1. Go to Suppliers → New supplier.
2. Enter company name, VAT number, country and category.
3. Save. The supplier is now available in your records.

Uploading purchase invoices

From the supplier's page, use the Upload invoice button to attach a PDF or FatturaPA XML. VATManager automatically parses the tax fields.

AI Insights Pro

AI Insights uses artificial intelligence to analyse your tax data and provide recommendations, anomaly detection and tax audits. It requires an AI key (see the BYOK section).

🔍 Anomaly detection

The model analyses transactions and flags unusual patterns: spikes in refunds, countries with VAT inconsistent with historical data, transactions with potentially incorrect rates.

🧭 Tax skill audit

The skill audit runs a series of tax and business checks on your data (rate consistency, reconciliations, data quality) and produces a structured report of anomalies and recommendations. Calculations happen locally: only pseudonymised aggregates are sent to the AI provider.

💬 NLQ — Ask your data

The NLQ (Natural Language Query) feature lets you query your database in plain English. Examples:

• "What was my revenue in Germany in Q1 2024?"
• "Show me transactions with a 7% rate from the last 30 days"
• "Which country generated the most VAT last quarter?"

The system converts the question into a secure SQL query and runs the search on your own account. Your data never leaves VATManager's servers.

Automated Workflows Base

Workflows let you automate recurring actions without manual intervention. Each workflow consists of a trigger and a sequence of steps.

Available triggers

• Scheduled: every day, every week, every month, every quarter at a set time.
• Manual: run the workflow with one click from the panel.
• After import: fires automatically after every new transaction import.

Available steps

• sync_marketplace — syncs transactions from all configured marketplaces.
• generate_oss_report — generates and saves the OSS report for the current quarter.
• generate_ioss_report — generates the monthly IOSS report.
• send_email_report — sends the report by email to a configured address (e.g. your accountant).
• load_uploaded_files — automatically processes files uploaded to a monitored folder.
• backup_data — runs an encrypted backup of your account data.
• run_ai_anomaly_check — runs the AI anomaly check on the current period.

Creating a workflow

1. Go to Workflows → New workflow.
2. Give it a name and choose the trigger (e.g. "Every Monday at 08:00").
3. Add steps in the desired order by dragging them from the library.
4. Configure each step's parameters (report period, email recipient, etc.).
5. Click Save and activate. The workflow is now scheduled.

Notifications

VATManager sends in-app notifications to keep you updated on important events: completed imports, tax deadlines, detected anomalies, reports ready.

Notification types

• Import completed — how many transactions were uploaded and whether there were errors.
• Upcoming tax deadline — alert 7 days and 1 day before OSS/IOSS deadlines.
• AI anomaly detected — when AI Insights identifies a suspicious pattern.
• Workflow completed — confirmation with outcome (success / step error).
• OSS threshold reached — alert at 80% and 100% of the €10,000 limit.

Notification preferences

Manage which notifications you receive under Account → Notifications. You can disable individual categories while keeping the critical ones active (tax deadlines).

Account and Settings

Company details

Under Account → Profile you can update: company name, address, country, VAT number, tax code, OSS number, IOSS number, contact details.

Security

• Change password: enter your current password and the new one.
• Vault and recovery key: the zero-knowledge vault protects sensitive tax fields with per-user encryption. Keep your recovery key offline — see the Vault and encryption section.
• Request protection: forms use CSRF protection and AJAX calls send the relevant token.

Data and privacy

You can export your data from Account → Privacy → Export data (GDPR Art. 20). Account deletion is irreversible, with a full cascade of your data and a closure receipt.

Vault and data encryption

VATManager protects your sensitive tax data with a per-user encryption vault and a zero-knowledge architecture: each account has its own data-encryption key, and not even VATManager staff can read the encrypted content.

How it works

• Sensitive fields are encrypted with authenticated encryption (AES-GCM) using a key exclusive to your account.
• Your key is protected ("wrapped") in two ways: by your password and by a recovery key. The database only stores encrypted copies of the key — never the plaintext key or the recovery key.
• Zero-knowledge means that without your password (or recovery key) the data cannot be read server-side.

The zero-knowledge vault covers sensitive tax data (transactions, archives). Other fields — such as the AI (BYOK) key, marketplace credentials and company details — are still encrypted at rest server-side (Fernet), a protection distinct from the per-user vault.

Activation and recovery key

When you first activate the vault you receive your recovery key once (format vatrk1_…). Save it offline (password manager or secure medium) and confirm it when prompted. VATManager never stores it.

Unlocking the vault

To access encrypted data and certain features — for example the tax archive export — you must unlock the vault with your password. Alternatively you can unlock it with the recovery key.

Changing your password

After a password change or reset, the encrypted data stays protected: to reopen it you must re-associate the vault with the new password using the recovery key. That's why keeping it is essential.

Data export: GDPR and tax

VATManager offers two distinct exports of your data, both under Account → Privacy and reserved to the account owner. Each file is JSON and includes a SHA-256 fingerprint to verify its integrity.

1. GDPR export (data portability)

What it's for: obtaining a complete, machine-readable copy of all your data, exercising your right to portability (GDPR Art. 20) — for example to move it elsewhere or keep a personal copy.

• Where: Account → Privacy → Export data (GDPR).
• What it contains: your account profile and all linked tables (transactions, reports, invoices, configurations…), with a manifest listing the included tables, record counts and a content hash.
• What it doesn't contain: authentication secrets, passwords and encrypted fields are excluded for security. The encrypted tax archive is a separate export (see below).
• Format: vatmanager-gdpr-export-<id>.json file.

2. Tax archive export

What it's for: downloading the retained tax evidence — the original files imported from marketplaces/store and the transaction archives — useful for retention, audit or handover to your accountant.

• Where: Account → Privacy → Export tax archive.
• Prerequisite: the zero-knowledge vault must be unlocked, because the archives are encrypted and are decrypted at export time with your key.
• What it contains: for each archive — marketplace, original file, period, retention, transaction count, hash and content.
• Receipt: the operation generates a receipt with a SHA-256 fingerprint, the number of archives and the date/time, as proof of the export.
• Format: vatmanager-fiscal-archive-<id>.json file.

Note: these exports should not be confused with the report export (Excel/CSV/PDF) of the individual tax views, nor with Combine PDF.

BYOK — Bring Your Own AI Key Pro

BYOK (Bring Your Own Key) lets you use your own personal API key from an AI provider for the AI Insights features. The key is encrypted before being saved and is never visible in plain text on our servers.

Supported providers

• OpenAI — GPT models. Key starts with sk-.
• Anthropic — Claude models. Key starts with sk-ant-.
• Perplexity — Sonar models. Key starts with pplx-.
• Google — Gemini models.
• Groq — low-latency inference on open models.
• Mistral — Mistral/Mixtral models.
• OpenRouter — routed access to multiple models.

How to configure it

1. Get an API key from your chosen provider (OpenAI, Anthropic, Google, Groq, Mistral, OpenRouter or Perplexity).
2. Go to Account → AI & Integrations → AI API Key.
3. Paste the key into the field. VATManager detects the provider automatically from the prefix.
4. Click Save. The key is encrypted immediately and is no longer visible in plain text.
5. Go to AI Insights to start using the features.

Report Branding Enterprise

With Report Branding you can customise the appearance of PDFs generated by VATManager with your company's logo and colours.

Available customisations

• Logo: upload a PNG or SVG image (max 2 MB). It appears in the header of every PDF.
• Primary colour: colour used for headings and accents in the PDF (hex code).
• Secondary colour: background colour for alternating rows in the data table.
• Footer text: custom text in the page footer (e.g. "Prepared by Studio XYZ on behalf of…").
• Custom header: add a line of text above the logo (e.g. accountant's name).

Configuring branding

1. Go to Account → Report Branding.
2. Upload your logo and set the colours.
3. Click Preview to see how the PDF will look.
4. Save. Every report generated from now on will use the configured branding.

Subscription and Billing

Managing your plan

Go to Account → Subscription to see your active plan, renewal date, resource usage (transactions, marketplaces, users) and to change plan.

Free trial

You can activate a one-month free trial on the plan of your choice, with no credit card and no charges until it expires. It can be used once per account.

Discount codes and promotions

If you have a discount/promo code, enter it before choosing your plan: the discount is applied at checkout. Each code has its own conditions (validity, eligible plan, number of uses).

Upgrades and downgrades

You can change plan at any time. On upgrade, the cost is calculated pro-rata over the remaining period. On downgrade, the new plan becomes active at the next renewal. At expiry without renewal, the account is automatically downgraded to Free.

Payment methods

Payments are handled via Mollie. We accept credit/debit cards (Visa, Mastercard), SEPA Direct Debit and iDEAL. Card data never passes through VATManager's servers.

Invoices

Every charge generates a downloadable invoice under Account → Subscription → Payment history. Invoices are in PDF format with all the tax details required for deduction.

Store Logistics Core / Base

The Store module handles the VAT accounting of the point of sale and logistics: outgoing and incoming invoices, cash and receipts, inventory and VAT settlement. It's available from the Logistics Core and Base plans upwards.

What's included

The entries are in the Logistics menu, split into Purchases (Purchase invoices, Suppliers) and Store and sales:

• Sales invoices — create, edit and export (XML/PDF).
• Cash and receipts — retail takings and RT cash-register closures (Italy).
• Inventory and transfers — items, movements, quantities and transfers between stores/warehouses (including FBA transfers).
• FatturaPA import — electronic invoices in XML and .p7m (see the dedicated section).
• VAT settlement — periodic calculation of output VAT, input VAT, pro-rata and prior credit.
• Store profile — point-of-sale details used in documents.

Accounting integrations & Multi-store

From Logistics → Integrations & Multi-store you can:

• Connect an accounting software (e.g. Fatture in Cloud via OAuth) to automatically download the electronic invoices — outgoing and incoming — for the selected period. The direction (sale/purchase) is detected automatically, as an alternative to manual XML import.
• Multi-store — create and select multiple stores, keeping data separate and switching between them with a selector.

VAT Ledgers Base

VATManager generates VAT ledgers from your imported transactions. Each ledger can be filtered by period (annual, quarterly, monthly) and exported to Excel/CSV/PDF.

Automatic filter by VAT dates

Reports take into account the activation and closure dates of the VAT number per country configured under VAT Configuration. Transactions of a country with a registered VAT number that fall outside the window (before activation or after closure) are excluded; countries without a bound VAT number pass through normally. The filter is retroactive: if you change the dates, all reports realign automatically.

Purchase Ledger

Collects the purchase documents from the Amazon VAT Transaction Report: INVOICE rows (invoices) and CREDIT_NOTE rows (credit notes). For each document you'll find the date, number, type (Invoice / Credit note), taxable amount and VAT — the basis for input VAT on Amazon purchases.

Sales Ledger

Contains sale transactions (SALE) to consumers, the starting point for OSS and local VAT.

Receipts Ledger

A separate ledger dedicated to receipts (retail takings and RT cash-register closures), distinct from the invoices ledger.

Other ledgers and reports

• Local / National VAT (Multi-country) — operations attributed to a local VAT registration, separate from OSS; for non-euro countries the conversion uses the ECB rate.
• Pan-EU Transfers Ledger — stock movements between countries/warehouses (including FBA transfers, see VAT Configuration).
• Non-EU Countries — non-taxable operations to third countries (art. 8 DPR 633/72). It's a document-view for consultation: it is not exportable.
• Saved reports (/saved-report) — archive of the generated reports, with multi-download; from here you can also merge them with Combine PDF. The number of saved reports depends on your plan limits.

Multi-currency

Transactions and invoices in a currency other than the euro (PLN, CZK, HUF, SEK, DKK, RON, BGN etc.) are converted to euros using the official ECB exchange rate for the day of the transaction.

• The rate used is the one published by the European Central Bank for the document's date.
• The conversion is applied to both the taxable amount and the VAT, so OSS reports and settlements are always expressed in euros.
• Reports show both the original currency amount and the euro equivalent.

Electronic Invoice Import (FatturaPA) Base

You can import your Italian electronic invoices in FatturaPA format, either the XML file or the signed .p7m file.

How to import

1. Download the invoices from the Fatture e Corrispettivi portal of the Italian tax authority (or from your intermediary).
2. Go to Store → Invoices → Import and upload the .xml or .p7m files.
3. VATManager automatically extracts the supplier/customer, taxable amount, rates and VAT.

Guided Setup

On first login VATManager offers a guided setup tailored to your plan: steps for features not included in your active plan appear locked with a padlock and an upgrade prompt.

Setup steps

• Welcome — introduction and setting up your VAT workspace.
• Profile — company details and VAT number.
• Import — first data upload (marketplace file or connection).
• Store — activating the Store module (from the Base / Logistics Core plan).
• VAT — configuring rates, OSS and settlement period.
• Advanced — analytics, AI and automation (from the Pro plan).

Each step shows your plan's badge and, where relevant, a contextual upgrade button. You can resume the setup at any time from your settings.

Multi-account and Collaborators Agency

The Agency plan lets you manage multiple accounts/workspaces from a single login — designed for accountants and agencies serving multiple clients.

Multiple workspaces (Agency)

1. From Account → Workspace, create a new workspace for each client.
2. Switch between workspaces using the selector at the top, keeping data completely separate.
3. Each workspace has its own transactions, reports and VAT configuration.

Collaborators per workspace Base

From the Base plan you can invite collaborators to a workspace with granular roles (e.g. editor, read-only). Permissions are defined at the individual workspace level, so each collaborator only sees what's relevant to them.

Logistics Core Plan

Logistics Core is a plan dedicated to those who only use the Store module and don't need marketplace features: it hides Amazon/eBay/Shopify, OSS and IOSS, and focuses on sales and purchase invoices, receipts and VAT settlement.

• No limit on the number of marketplace transactions (not applicable), nor on imported invoice files.
• Includes Store, Excel/PDF export and PDF merging; up to 2 users.
• Does not include marketplaces, OSS/IOSS, AI or automated workflows.