Case study: Taxdoo replacement for VAT compliance in 6 EU countries Brenda Varela | usagoldmines.com

tFinding a Taxdoo replacement for VAT compliance is a priority for many established sellers with complex EU setups. In this case study, we look at how a German e-commerce group moved VAT compliance in six countries, OSS handling and proforma invoices from Taxdoo to hellotax, while keeping their multi-channel stack (Amazon, Shopify, Otto and more) intact.

1. Background: German multi-channel group outgrowing Taxdoo

A German e-commerce group selling branded consumer products across Amazon, Shopify and Otto across Europe.

• Company type: German GmbH within a larger corporate group

• Products: Physical goods sold B2C and B2B

• Sales channels:

  • Amazon

  • Shopify (B2C and B2B shops)

  • Additional marketplace channel (Otto)

• Turnover: Between 1 and 10 million € in the EU and UK

• VAT footprint:

  • Company registered in Germany

  • Warehouses in at least two EU countries (beyond Germany)

  • VAT obligations already in several EU states

For several years, the group relied on Taxdoo for:

• VAT registrations and returns in multiple EU countries

• OSS data preparation

• Data collection from their main marketplaces and shops

As their expansion continued, they started to evaluate a Taxdoo replacement for VAT compliance that would give them:

• More flexibility in how they connect channels (including manual uploads)

• Transparent pricing for additional platforms and shops

• A partner fully focused on VAT compliance rather than broader accounting.

2. The challenge: 6-country VAT, OSS and extra channels

When the client contacted hellotax, their situation looked like this:

• Current provider: Taxdoo (to be replaced)

• Countries involved: Germany, Italy, Spain, France, Poland, Czech Republic, plus the UK

• Needs identified in the briefing form:

  • VAT returns in six EU countries

  • OSS reports and filings

  • Proforma invoices for cross-border shipments

  • Ongoing DATEV exports for German accounting

• Sales stack:

  • Amazon and Shopify as key channels

  • Additional local marketplace (Otto)

  • ERP system (Xentral) connecting multiple flows

They wanted to:

• Terminate Taxdoo and start with a new provider from 01.04.2026 (aligned with their VAT periods).

• Avoid gaps in filings or delayed PoA (Power of Attorney) transfers during the change.

• Keep their internal accounting processes stable, including DATEV exports.

At the same time, they were comparing different providers: marosa, Taxfish, VATAI and hellotax. Any new setup would have to prove that it could act as a robust Taxdoo replacement for VAT compliance across all six countries and OSS.

3. Why they chose hellotax as their Taxdoo replacement

After a product demo and several email exchanges, the team shortlisted providers and ultimately chose hellotax. Three points were key in their decision.

3.1 VAT-first approach with multi-country scope

They needed a solution that:

• Handles VAT registration and ongoing returns in IT, ES, FR, CZ, PL and UK, plus Germany

• Covers intra-Community movements, EC Sales Lists and Intrastat where needed

• Supports OSS data analysis and reporting from one place

hellotax presented a clear multi-country VAT compliance package for all six countries, including OSS and proforma invoices, purpose-built as a Taxdoo replacement for VAT compliance, not as a generic accounting platform.

3.2 Flexibility for multiple sales channels

A big concern was how to connect all sales channels:

• Direct integrations for Amazon

• Support for Shopify

• A solution for additional marketplaces like Otto, where no direct connection was available

hellotax offered:

• Automatic integration with Amazon

• Options to connect other channels or ERPs where possible

• A structured manual data upload template (with example files and documentation) for channels that cannot be connected directly

The client liked that they could:

• Keep using their existing tech stack

• Use automatic imports where available

• Fill any gaps with guided manual uploads rather than abandoning a channel

3.3 Clear commercial model and start date

From the start, they wanted:

• Yearly payment with a predictable monthly equivalent per country

• Transparent pricing for OSS modules and DATEV export

• A fixed service start date of 01.04.2026, aligned with the Taxdoo termination

hellotax provided:

• A yearly tariff with free VAT number takeovers/registrations in all six countries

• Clear monthly equivalents (payable annually) for VAT returns, proforma invoices and DATEV export

• A timeline that allowed enough buffer between booking the service and the April 2026 start date

This combination made hellotax a convincing Taxdoo replacement for VAT compliance in both functional and commercial terms.

4. The solution: 6-country VAT, OSS and proformas in one setup

The final solution looked like this.

4.1 Countries covered

• Germany – VAT reporting in coordination with their internal accounting

• Italy, Spain, France, Poland, Czech Republic – VAT registrations/number takeovers and ongoing local VAT returns

• United Kingdom – VAT registration and filings for UK sales

In all these countries, hellotax:

• Takes over or initiates VAT registrations

• Files monthly, quarterly and annual VAT returns as required

• Handles EC Sales Lists, Intrastat and related cross-border reports (where applicable)

4.2 OSS and cross-border flows

The client also needed ongoing OSS support:

• Module Soft: monthly OSS data analysis and export file, so their team or advisor can file the OSS return based on a clean, checked dataset

• Option to move to Module Full Service (OSS filing by hellotax) in the future if internal responsibilities change

This OSS layer connects all EU B2C distance sales into one consistent process, anchored in the same multi-country VAT compliance setup.

4.3 Proforma invoices and DATEV export

Two additional components were important:

• Proforma invoices for logistics and customer communication, especially when shipping across several EU countries

• DATEV export so that their German accounting can continue working in the existing DATEV environment without manual mapping of VAT data

hellotax provides:

• Proforma invoice service as an add-on in the yearly package

• DATEV exports based on the SKR03 chart of accounts, ready for import into the client’s accounting system

Together, this creates a practical Taxdoo replacement for VAT compliance that also plugs into German accounting workflows.

If you’re also using DATEV in your German accounting setup, it’s worth looking at how other sellers handled this transition. In our in-depth guide on the Taxdoo alternative for DATEV VAT exports, we explain how hellotax replaces Taxdoo’s VAT layer while still delivering clean, import-ready DATEV files for your Steuerberater. This article is a good companion read if you want to be sure your VAT changeover doesn’t break your existing DATEV workflows.

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5. Implementation: from vendor selection to go-live

5.1 Vendor comparison and demo

Initially, the client compared several providers:

• hellotax

• marosa

• Taxfish

• VATAI

During the demo, they focused on:

• How multi-country VAT is handled in practice

• How Amazon, Shopify and other channels are connected

• How OSS and DATEV exports are generated

• How tax letters and audits are managed

After the demo, the internal team (including stakeholders from finance and operations) gave positive feedback on:

• The clarity of the VAT compliance workflow

• The ability to combine direct integrations and manual uploads

• The simplicity of the yearly plan for 6 countries plus OSS and proformas

5.2 Internal approval and booking

Once they internally agreed to move forward with hellotax as their Taxdoo replacement for VAT compliance, they requested:

• A confirmation of the commercial conditions (yearly plan, 6 countries, OSS module, DATEV export, proformas)

• Clarification on the online booking process (no separate paper contract, acceptance of ToS via the checkout link)

• The ability to specify 01.04.2026 as the operational start date

hellotax:

• Adjusted the booking link to match the agreed conditions

• Set the system start date to the requested period

• Explained that the invoice would be issued after booking and that the onboarding team would start the VAT takeover process right away

After a final check, the client completed the online order and received a confirmation email welcoming them as a new customer.

5.3 Integrations and data flows

Next, the focus moved to setting up the data feeds:

• Amazon integration via API (mandatory, as Amazon data is key for stock movements and cross-border flows)

• Shopify connection as a major D2C channel

• For Otto and any additional sales streams, hellotax provided:

  • A standardised upload template (with example file)

  • Documentation to ensure consistent data structure

  • Support from the account management team during the first uploads

This hybrid approach ensures that all relevant transactions—no matter which channel they come from—feed into the same multi-country VAT compliance engine.

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6. Results: a structured Taxdoo migration with no disruption

Although the service start is aligned with 01.04.2026, the migration plan already delivers key benefits.

6.1 Controlled Taxdoo migration

By booking early and agreeing a clear start date, the client can:

• Terminate Taxdoo with confidence that there will be no gap in VAT filings

• Allow enough time (4–6 weeks) for PoA transfers and registrations/number takeovers

• Avoid last-minute stress with tax authorities or delayed filings

Instead of a rushed switch, the Taxdoo migration is managed step by step.

6.2 One partner for 6 countries, OSS and proformas

With hellotax as their Taxdoo replacement for VAT compliance, the group can centralise:

• VAT registrations and filings in six countries

• OSS data analysis and export files

• Proforma invoices for logistics and customer service

• DATEV exports for their German accounting team

This cuts down the number of tools and vendors they need to coordinate and gives them a single VAT specialist to contact for questions.

6.3 Future-proof multi-country VAT compliance

The new setup also prepares them for growth:

• Adding new EU warehouse locations can be managed within the same hellotax framework.

• Additional channels can be integrated via direct connections or upload templates.

• If internal responsibilities change, they can move from OSS “Soft” to OSS “Full Service” without switching platform again.

In short, they now have a multi-country VAT compliance layer designed to grow with their business—something that was a key goal in choosing a Taxdoo replacement.

7. Lessons for other sellers looking for a Taxdoo replacement

This case highlights several practical lessons for larger marketplace and D2C sellers:

1. Plan your Taxdoo migration early
   Align your new provider’s start date with your VAT periods and give enough buffer for PoA transfers and registrations.

2. Think in terms of a VAT layer
   Instead of replacing everything, build a specialised VAT compliance layer that connects to your existing accounting and ERP systems.

3. Check how all your channels will connect
   Don’t just ask about Amazon—include Shopify, Otto, and any ERP in your discussions. A solid Taxdoo replacement for VAT compliance must handle mixed data sources.

4. Look beyond price
   Compare support, documentation, OSS options, DATEV exports and how flexible the provider is with your tech stack.

For a neutral, official overview of how EU VAT works for cross-border e-commerce (including marketplaces and distance sales rules), you can also check the European Commission’s guidance on VAT for online businesses. It’s a helpful reference point if you’re an established seller planning your long-term compliance set-up.

8. Next step: explore your own Taxdoo replacement with hellotax

If you’re also evaluating a Taxdoo replacement for VAT compliance—whether you sell via Amazon, Shopify, local marketplaces or all of them together—hellotax can help you:

• Map your current VAT footprint and future plans

• Design a multi-country VAT compliance setup that fits your countries and channels

• Plan a structured migration from Taxdoo or other providers with clear timelines

Book a free consultation with hellotax and let a VAT specialist review your countries, platforms and existing tools. We’ll help you design a Taxdoo migration that keeps your EU VAT compliant, your accounting stable and your sales growing.

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Our VAT experts are happy to help you. Book a free consultation today!

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