02/06/2025
Does the mere thought of your VAT return already stress you out? You’re not alone. Every self-employed professional must submit a VAT return at regular intervals. But where do you start? How does it work? And what should you pay attention to? This practical guide helps you get a clear overview.
Not all self-employed professionals are required to file a VAT return. If your annual turnover remains below €25,000 and you opt for the small business exemption scheme, you do not charge VAT on your sales and cannot recover VAT on your purchases. In that case, you do not need to submit periodic VAT returns.
However, one obligation remains: the annual submission of a client listing. This requirement does not apply if you only carry out VAT-exempt activities under Article 44 of the VAT Code, such as certain medical professions or education.
A VAT return is a form consisting of different boxes. Each transaction recorded in your accounting must be entered in the appropriate box. Some situations are easy to identify, while others require more technical interpretation.
Once all transactions are correctly recorded, you total the purchases and sales in each box to complete the return.
The process may seem complex at first. To make it easier, we have prepared a practical overview explaining which transactions belong in which boxes, with concrete examples.
Every entrepreneur with a VAT number must submit an annual client listing. This document includes the total turnover achieved with each professional client during the year. A professional client is any customer with a VAT number to whom you issued an invoice during the year.
Only clients for whom you invoiced more than €250 excluding VAT must be included.
Some specific situations apply. If you only work with daily receipts, sell exclusively to private individuals, or if no professional client exceeds the €250 threshold, you submit a “nil” client listing. The list remains empty, and you report a turnover of €0.00.
Individuals who are not subject to VAT, for example because they fall under Article 44 of the VAT Code, do not need to submit a client listing.
The small business exemption scheme under Article 56bis is a specific case. In this situation, a client listing is still required if you invoiced more than €250 excluding VAT to VAT-registered clients.
PIA Go! automatically submits a “nil” listing for clients under Article 56bis when no client exceeds this threshold. The total annual turnover is also reported to properly inform the authorities and demonstrate that the activity remains within the limits of the exemption scheme.
In case of doubt, it is generally safer to submit a “nil” listing to avoid penalties.
Deadlines are set in the VAT calendar published by the authorities. For quarterly returns, the deadline is usually the 25th of the month following the end of the quarter.
Late submission may result in administrative fines and late payment interest.
VAT returns are submitted online via the INTERVAT platform. You can log in using your electronic ID card and a card reader, or via the Itsme app.
Preparing a VAT return requires time and precision. Analysing the different boxes and checking transactions can quickly become time-consuming.
PIA Go! combines a user-friendly digital platform with the expertise of experienced accountants. You can easily review your entries online, while the technical aspects are handled by professionals.
Transactions are automatically linked to the correct VAT boxes, deadlines are closely monitored, and your VAT administration is thoroughly checked. You save time and reduce the risk of errors.
Want to simplify your VAT return management?
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How do I know if I need to file monthly or quarterly VAT returns?
A starter usually files quarterly VAT returns. If your turnover exceeds €2,500,000 excluding VAT, you must switch to monthly returns. Certain sectors, such as fuel trading, are required to file monthly returns regardless. If in doubt, a professional can verify your situation.
What should you do if you discover an error after submitting your VAT return?
You can submit a corrective return via INTERVAT. In some cases, a correction in the next return is sufficient, especially for minor errors. The key is to correct the mistake quickly to avoid fines or interest.
Can you always deduct VAT on a purchase?
VAT deduction only applies to purchases linked to VAT-taxable activities. If an asset is partly used privately, such as a car or laptop, only part of the VAT can be recovered. An accountant can help determine the correct proportion.
Do you have to charge VAT on sales abroad?
It depends on the type of customer and the destination country. For sales to private individuals outside Belgium, Belgian VAT generally applies. If you invoice a VAT-registered business in another EU country, the transaction may qualify as an intracommunity supply with 0% VAT, provided all conditions are met. The rules vary depending on the situation.
What happens if you submit or pay your VAT late?
The tax authorities may impose an administrative fine, often €100 for a first offence, as well as late payment interest. In case of repeated delays, penalties may increase and the authorities may initiate an audit. Prevention is better than cure by letting PIA Go! handle your VAT obligations.
