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Rechnungskit

Complete the VAT ID check

Updated

The task "VAT ID check" (USt-IdNr.-Prüfung; on the dashboard: "VAT ID not confirmed (VIES)") concerns an invoice to a business in another EU country whose VAT ID (USt-IdNr.) is not confirmed yet. Usually Rechnungskit holds the invoice back until that is cleared up.

VAT ID not confirmed (VIES)
Mostly you just wait, you only decide at "decision needed"
  1. TriggerCustomer gives an EU VAT IDthe document waits for the BZSt check
  2. Check runningNothing to doresult in the BZSt check log
  3. Decision needed"Check again", "Issue with VAT" or "Issue without VAT"without VAT only with a reason
  4. ThenThe document is createdthe task closes
If the BZSt confirms the number, the document is created without you doing anything. "Mark as done" alone does not create a document.

What happened

The customer gave a VAT ID. Rechnungskit only issues an invoice without German VAT (reverse charge or an intra-community supply) once the qualified check at the BZSt (the German Federal Central Tax Office) has confirmed the number. Depending on the state, the task shows one of these texts:

Message Meaning What you do
"VAT ID … is waiting for the BZSt check. The document will be created once the result is in." The check is running. Under Payments the status reads "VAT ID check running", under Orders "VAT check running". Nothing, wait
"Decide: check again, issue with VAT, or issue without VAT (with a justification)." The check brought no result. Under Payments the status reads "VAT ID: decision needed", under Orders "VAT decision needed". Pick one of the three options
"… cannot be checked: your own VAT ID is missing or invalid …" Without your own valid VAT ID the BZSt does not run the check. A decision is needed right away. Enter your VAT ID under Settings → Account, then check again
"A BZSt check only counts if it is available on the date of supply … at the latest." The date of supply has passed, so a new check can no longer count. There is no "Check again" here. Issue with or without VAT
"BZSt check for …: no fully matching result (…). The document was issued with VAT taken out of the amount paid." The BZSt did not fully confirm the number. For a payment, Rechnungskit issues the document with VAT right away. Check whether that is right, otherwise correct it with your tax advisor

"Decision needed" also comes when the BZSt still could not be reached after several automatic attempts, or when the check has been pending for seven days. For orders on account (without a payment), a result that is not fully matching also leads to "decision needed". There, Rechnungskit does not issue with VAT on its own.

Why Rechnungskit stops here

An intra-community supply is only exempt from VAT if the customer uses a valid VAT ID issued by another member state (section 6a (1) sentence 1 no. 4 UStG). The BZSt confirms its validity on request (section 18e UStG). Otherwise an unchecked number would silently lead to an invoice without VAT.

Rechnungskit gives no tax advice. It reports what the BZSt answered and lets you decide when there is no clear result. If in doubt, ask your tax advisor.

How to resolve it

  1. Open Payments and look for the row with the blue or red VAT ID status. For a purchase on account without a payment, you find the case under Orders.
  2. While it says "check running", you do not need to do anything. The result appears in the BZSt check log.
  3. If it says "decision needed", pick one of the three options:
    • "Check again" triggers a new BZSt query.
    • "Issue with VAT" (under Orders "Issue with VAT (computed inside)") creates the document now. The VAT is taken out of the amount paid, the total stays the same.
    • "Issue without VAT" requires a justification of at least 20 characters. Rechnungskit documents it permanently on the document, and the tax assessment is your call.
  4. All cases are also listed under Invoices in the "To review" tab. For tasks without a payment or order, "Check again" is available there. "Mark as done" only closes the task, it does not create a document.

As soon as a decision is needed, the account owners get an email right away. This email cannot be switched off.

When the task closes on its own

If the BZSt confirms the number, Rechnungskit creates the document with the current date and closes the task. Any other issuing for the same payment or order ends it too.

Related settings

  • Settings → Tax rates → "View VAT ID check log": all BZSt queries
  • Settings → Account: your own VAT ID. If it is missing or invalid, Rechnungskit cannot check.

Where to find it in the app

Rechnungskit is not a tax advisory or law firm. This article explains general principles and does not replace advice from a tax advisor (Steuerberater, § 5 StBerG) or a lawyer (§ 3 RDG). Rechnungskit is built for businesses based in Germany and prepares documents, tax rates and bookings automatically. How your specific case is treated remains your decision, ideally together with your tax advisor or a lawyer.

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