Manage VAT And Reverse-Charging

SmarterQueue calculates VAT based on your billing location and local tax regulations. If you have a valid VAT number, you can update it directly in your account to ensure accurate tax handling.

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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 VAT Is Applied

Value-Added Tax (VAT) is applied to SmarterQueue subscriptions based on your billing location and local tax laws.

  • VAT is calculated based on your billing address and physical location at the time of payment.
  • If you are located in the UK, EU, or other applicable regions, VAT will be added to your total charge.
  • The VAT amount will be clearly displayed on the checkout page and included on your invoice.

đź“ť Note: The VAT amount will be shown separately from your plan cost during checkout and on your invoice.

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.

Updating Your VAT Number

If you have a valid VAT number, you can add or update it at any time:

  1. Click on the "Settings" gear icon (⚙️) and select "Billing".
  2. Click on "Add Your VAT Number" to update your VAT information:
    1. If you're adding your VAT number for the first name, simply add it and click "Save".
    2. If you're chancing an existing VAT number, empty out your old VAT number, click the "Save" button, then click "Add Your VAT Number" again to update with the new one. We will fetch the latest details from the EU VAT registry.

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.

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.

Common Questions

1. I'm having trouble entering my business details. What can I do?

This may be due to a mismatch between the country you’ve entered and the location we’ve detected from your internet browser. If that’s the case, please contact us with proof of your location (such as a bank statement or other official business document). Once we’ve updated your details, you’ll be able to enter your business information without issue.

2. I'm having trouble entering my VAT number. What can I do?

First, ensure that you’re entering the correct number: your VAT number is different from your business registration or license number.

If you’re still having trouble, there may be a mismatch between the country you’ve entered and the location we’ve detected. Contact us with proof of your current location (such as a bank statement or official business document). We’ll update your information so you can enter your VAT number without issue.

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

Under VAT regulations, you’re required to pay VAT based on where you “use and enjoy the service”.

For example, if your business is registered in the United States but you live and work in Spain, you’ll be charged VAT at the rate for Spain.

4. Do registered UK charities have to pay VAT?

Yes, HMRC requires charities to pay VAT on most goods and services, including social media tools:

  • You can find more details in this HMRC document.
  • If you’ve provided proof of your charitable status, we’ll apply a 50% discount to your subscription.

5. What if I am not a VAT-registered business?

Since SmarterQueue is VAT-registered in the EU, we are required to charge VAT to all EU-based customers, even if they aren’t VAT-registered themselves.

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

Send us an email at hello@smarterqueue.com with any official business document that shows your VAT number and address (such as a business registration document or bank statement).Once we’ve verified your information, we’ll update your account and adjust your VAT charges if needed.