Summary
1. Where can you add your VAT number?
Depending on the country your business is registered in, VAT may be added to your rankingCoach invoice. If your business has a valid VAT number, you can store it in your account so that it appears on your invoices. For cross-border transactions within the EU, this usually means that VAT will no longer be charged.
Here's how to add it:
1. Click the profile icon in the top right corner of your screen.
2. Select either “Personal Data” or “Billing”. Both options open the same window.
3. Click the pen icon next to “Invoice address” to open the “Edit invoice address” window.
4. Enter your VAT number in the “VAT ID” field.
5. Click “Save”.
Can't save your VAT number? If your entry isn't accepted, this usually means the number isn't valid for cross-border transactions. Always double-check the VAT number you've entered. You can verify it for free on the European Commission's website using the VIES VAT number validation tool.
For more general information about VAT refunds for cross-border transactions, the European Commission provides a helpful overview.
2. What happens if you forgot to add your VAT number?
If you forget to enter or update your VAT number and VAT has already been added to your rankingCoach invoice, please note that we are unable to change invoices that have already been issued. For legal and accounting reasons, we cannot apply VAT retroactively.
The good news is that this doesn't mean the money is lost. You can usually reclaim the VAT directly from your local tax authority rather than from rankingCoach. Your tax advisor can explain the process to you, as it differs from country to country.
For your tax return or refund request, you can download all of your invoices at any time in the billing section of your rankingCoach account. A step-by-step guide is available in “How to Download Your Invoices and Change Your Invoice Address”.
To avoid this issue in the future, we recommend adding your VAT number as soon as possible, ideally right after signing up so that it is included on every invoice from the start.
3. What if you were charged VAT even though you added your VAT number?
If your VAT number was already stored in your rankingCoach account and you were still charged VAT on your invoice, there may have been an error on our end. For example, your VAT number may not have reached our billing system in time before the invoice was created, or a technical error may have prevented it from being applied correctly. In cases like these, you may be eligible for a refund of the VAT amount.
Please contact our support team so our finance team can review your case and determine what happened. To help us process your request quickly, please provide the following information:
Your invoice number (e.g., INV00853203)
Your customer ID
The VAT number stored in your account
You can reach us by email at support@rankingcoach.com or via the chat feature in the bottom right corner of your screen while you're logged in to the application.
If the VAT was charged due to an error on our side, we will refund it to you. However, if the review shows that the VAT was charged correctly, for example because the VAT number was added after the invoice was issued or wasn't valid for cross-border transactions at that time, the steps in Chapter 2 apply and you can usually reclaim the VAT from your local tax authority.
If you have any questions or run into any issues, don't hesitate to contact our support team. We're here to help!
Any questions about other topics? Explore more articles here: