Expenses are purchases/imports that you are doing for your business where you pay Input VAT. The Input VAT can be reclaimed or offset when calculating your VAT returns.

You can also watch a video below on how to upload imports as expenses in our software:

 Key Takeaways 

  • You must download the template and replace dummy data!
  • Enter one line per SKU in the template!
  • Make sure to fill out all the mandatory fields!
  • Check your data after uploading it!

  1. Template
  2. Mandatory fields
  3. Check uploaded data


We have prefilled an Expenses template with all the mandatory fields for you, it can be downloaded here: Expenses template. Replace the example data with your data and check the comments for help.   

NOTE: if you have more than 1 product on the invoice please fill in one product per line for accurate reports and correct VAT returns.

NOTE: You can reclaim VAT only in the country where you are VAT registered.  Detailed rules and regulation on what and when can be reclaimed can be found here.

Mandatory fields

Following fields are mandatory:

  • Type (expense)

  • Invoice number

  • VAT country

  • VAT reporting date - this field can be changed to a desired period, if you want to claim something in June, this date must show a June date 

  • Arrival country

  • Buyer VAT number

  • Buyer VAT number country - The buyer vat number country must match to the arrival country

  • Departure country

  • Seller VAT number (only for E.U. departure countries)

  • Seller VAT number country - The seller vat number country must match to the departure country. (only for E.U. departure countries) 

  • Seller billing name
  • Other related field: hellotax product ID or SKU, fill in one or the other

  • Item VAT rate

  • Item gross unit price

  • Report currency

FieldTransaction type
Invoice number

Payment date

Arrival country

Departure country

Report currency

hellotax Product IDSKUItem VAT rateVAT countryItem gross unit priceSeller Billing nameBuyer VAT numberBuyer VAT number countrySeller VAT numberSeller VAT number country
Format and value that should be filled in
expense1231-1235, can be a number series, can contain"-" in-between, that appears on the actual invoiceyyyy-mm-dd,
e.g. 2019-05-25
the country where the goods are shipped to,
ISO code e.g DE, FR
the country from where the goods are shipped, ISO code e.g DE, FRcurrency you use to report your transactions, ISO 3 letters code e.g. EUR, USDProduct ID that you can find in the hellotax "Products menu"stock keeping unit, a machine readable code that you assign to your productsItem vat rate is a number between 1-100, it is the vat rate of the country where it is taxed the country where the goods are taxed this prices contains the vat amount, and can have floating point value e.g. 25.99 the name of the vendor from where you bought or imported goods and service as it appears on the invoiceyour VAT number , should be in the format stated here.your VAT country; The buyer
number country must match the arrival country, ISO code e.g DE, FR
your Seller's VAT number , should be in the format stated here.your Seller's VAT country; The seller
number country must match the departure country, ISO code e.g DE, FR

In case you do not fill out those fields, you won't be able to upload the file and you will receive an error.

NOTE: If there is an invoice with missing VAT rate and/or VAT country, it won't be possible to upload it.

NOTE: Mandatory fields are the minimum required fields our software needs to be able to work out your vat liabilities. All the other information can be calculated by itself.

Important information if you fill in optional fields: 

Original currency - optional to fill in

  • If the original currency is provided by you, the report currency must be a different one.

Check your data

After you successfully upload data, you can find it in the order menu by filtering on Manual Input.

Want to upload sales and/or refund invoices, read how here.

Want to upload movement of goods invoices, read how here.