Short answer: Upload CSV with VAT data, map fields, enter company VAT details, generate EU-compliant invoices.
Creating VAT invoices from CSV files is straightforward when you have the right tool. Our EU VAT invoice generator handles all compliance requirements automatically.
Step-by-Step: Create VAT Invoice from CSV
1. Prepare Your CSV File
Ensure your CSV includes these VAT-specific columns:
- Customer VAT Number: Required for B2B EU transactions and reverse charge
- Billing Country: Customer's country for place-of-supply rules
- VAT Rate: Percentage (e.g., 19%, 21%, 0% for reverse charge)
- Net Amount: Pre-VAT amount
- VAT Amount: Tax amount (calculated or from CSV)
- Gross Total: Total including VAT
Export this data from Stripe, ThriveCart, PayPal, or your payment processor.
2. Upload CSV and Map Columns
Upload your CSV file to our EU VAT invoice generator. Map your CSV columns to invoice fields:
- Customer Info: Name, email, address, VAT number
- Invoice Details: Order ID, date, payment method
- VAT Fields: VAT rate, VAT amount, billing country
- Amounts: Net amount, VAT amount, gross total
The system validates VAT number format automatically and saves your mapping for future batches.
3. Enter Your Company VAT Details
Add your business information once:
- Company name and trading name
- Your VAT number (format validated)
- Business registration number
- Full business address
- Contact details (email, phone)
This information appears on all generated invoices and is stored for future use.
4. Generate VAT-Compliant Invoices
Click "Generate Invoices" to create EU-compliant PDF invoices with:
- Proper VAT Formatting: All required EU fields
- Automatic Reverse Charge: Applied for B2B EU transactions
- VAT Breakdown: Net, VAT, and gross amounts clearly shown
- Compliance Notation: Reverse charge text when applicable
- Sequential Numbering: Professional invoice numbering
What VAT Information Must Be On Invoices?
EU-compliant VAT invoices must include:
- Your VAT Number: Supplier VAT ID
- Customer VAT Number: For B2B reverse charge
- VAT Rate: Percentage applied
- Net Amount: Pre-VAT subtotal
- VAT Amount: Tax charged
- Gross Total: Total including VAT
- Reverse Charge Notation: "Reverse charge applies" when relevant
Reverse Charge Explained
For B2B transactions between EU countries, the customer (not supplier) pays VAT in their country. Your invoice shows:
- 0% VAT rate
- Both VAT numbers (yours and customer's)
- "Reverse charge applies" notation
- Net amount (no VAT added)
How Does Automatic Reverse Charge Work?
Our system automatically applies reverse charge when:
- Both parties have VAT numbers: Your company and customer are VAT-registered
- Cross-border transaction: Customer is in different EU country
- Digital services: For SaaS, digital products, or services
The invoice will show 0% VAT with proper reverse charge notation automatically.
Common VAT CSV Scenarios
Scenario 1: B2B EU Cross-Border (Reverse Charge)
Your CSV has customer VAT numbers from other EU countries:
- System validates VAT format
- Applies 0% VAT rate automatically
- Adds "Reverse charge" notation
- Shows both VAT numbers on invoice
Scenario 2: B2C EU Customers
Your CSV has customers without VAT numbers:
- Apply VAT rate based on your country or customer's country (depending on thresholds)
- Standard VAT calculation
- Show net, VAT, and gross amounts
Scenario 3: Non-EU Customers
Your CSV has customers outside EU:
- Usually 0% VAT (export)
- No reverse charge notation needed
- Standard invoice format
Can I Create VAT Invoices in Bulk?
Yes! Our system processes up to 2,000 invoices per batch. Each CSV row becomes one VAT-compliant invoice:
- Automatic VAT calculations for entire batch
- Reverse charge applied where applicable
- All invoices include proper VAT formatting
- Download as ZIP file of professional PDFs
What If My Accountant Rejects My Invoices?
Common issues and how we prevent them:
- Missing VAT Numbers: We require VAT fields in mapping
- Wrong VAT Format: Built-in VAT number validation
- Missing Reverse Charge Notation: Automatically added
- Incorrect VAT Calculations: System calculates accurately
- Missing Required Fields: Validation catches errors before generation
Is This Compliant with All EU Countries?
Yes! Our VAT invoice format complies with:
- EU VAT Directive requirements
- All 27 EU member states
- Estonia e-Residency accounting standards
- Cross-border digital services rules
Built by an Estonia e-Resident who works with accountants regularly.