• VAT Registration: Businesses engaged in taxable transactions in Italy are generally required to register for VAT. This involves obtaining a VAT identification number from the Italian Revenue Agency (Agenzia delle Entrate), which acts as the main revenue agency responsible for issuing VAT numbers and handling business activity declarations. During registration, a bank guarantee may be required as a security measure, especially for certain types of applicants. Registration can be done online or through a physical application.

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• VAT Rates and Invoicing: Familiarize yourself with the different VAT rates applicable to goods and services in Italy. Ensure that you charge the correct VAT rate on your sales and issue proper VAT invoices to your customers. The invoices must contain specific information required by the Italian tax authorities, including your VAT identification number.

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• VAT Returns and Payments: Registered businesses must file periodic VAT returns, usually on a quarterly basis, reporting their VAT transactions for each reporting period. The VAT return should include both output VAT (VAT charged on sales) and input VAT (VAT paid on purchases). The difference between output VAT and input VAT determines the VAT liability or refund. The annual VAT return is a key compliance deadline for reconciling annual tax obligations and claiming VAT deductions. When paying VAT under the reverse charge mechanism, the obligation to report and pay VAT may shift from the seller to the buyer, especially in cross-border transactions.

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• Intrastat Declarations: If your business is involved in intra-Community acquisitions or supplies with other EU member states, you may have to submit Intrastat declarations. These declarations provide statistical information on the movement of goods between EU countries and help monitor trade within the EU. For cross-border e-commerce, compliance may also involve the OSS scheme and reporting intra community distance sales.

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• Recordkeeping: Maintain proper records of your VAT transactions, including invoices, receipts, import/export documentation, and any other relevant documents. Special attention should be given to keeping records for online sales and relevant import documents. These records should be kept for at least ten years.

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• VAT Compliance Checks: Be prepared for VAT compliance checks by the Italian tax authorities. They may conduct periodic audits or inspections to verify the accuracy and completeness of your VAT reporting and transactions. Ensure that your records are organized and easily accessible for such checks.

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• VAT Refunds: If you are entitled to a VAT refund, follow the procedures outlined by the Italian tax authorities to claim the refund. This typically involves submitting a VAT refund application with supporting documentation.

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• Advanced payments create a tax point for VAT purposes, meaning that VAT liability arises when a prepayment or partial payment is received or an invoice is issued. In these cases, the tax point occurs at the time the payment is made, and the tax point arises even before the supply is completed.

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• Services related VAT obligations must be carefully managed, including the application of the reverse-charge mechanism for certain transactions. Note that entertainment expenses are subject to specific restrictions for VAT deduction and are treated differently from other business costs.

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• Insolvency proceedings, as regulated by Italian law, can impact VAT recovery and the issuance of credit notes. During bankruptcy or restructuring, special rules apply to the timing and eligibility for VAT deductions and credit issuance.

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VAT registration in Italy

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When do you need an Italian VAT number?

 

Importing goods into Italy: If you import goods into Italy from non-EU countries, you need an Italian VAT number to comply with customs and VAT regulations.

 

Hosting live events, workshops, or similar gatherings: If you organize events or workshops in Italy and charge attendees for participation, you generally need an Italian VAT number to account for and collect VAT on the ticket sales.

 

Providing goods manufactured in Italy to non-taxable entities or unregistered businesses: If you sell goods produced in Italy to entities or businesses that are not registered for VAT, you need an Italian VAT number to account for the transaction and charge VAT.

 

Trading goods between Italy and other EU countries: If you engage in the intra-EU trade of goods with other European Union countries, you need an Italian VAT number for compliance with EU VAT regulations, such as Intrastat reporting.

 

Acquiring products from EU member countries: If you purchase goods from other EU member countries and import them into Italy for business purposes, you generally need an Italian VAT number to account for the import and potentially apply reverse charge VAT.

 

Engaging in distance sales to private consumers, such as online selling: If you sell goods remotely to private consumers in Italy, you need an Italian VAT number to comply with the distance selling thresholds and charge the appropriate VAT rate.

 

Do you need a fiscal representative in Italy?

 

Non-EU businesses are required to appoint a fiscal representative in Italy for VAT purposes.

 

Global Trade Business provides a comprehensive suite of international VAT registration and returns services, which includes the provision of a fiscal representative to ensure compliance with tax obligations in foreign jurisdictions.

 

Italian reverse charge

 

In Italy, the reverse charge mechanism applies to certain supplies of goods and services where the VAT liability shifts from the supplier to the customer. Under the reverse charge mechanism, the recipient of the goods or services is responsible for reporting and paying the VAT due to the Italian tax authorities, rather than the supplier.

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The reverse charge mechanism applies to various types of transactions in France, including:

1. Intra-community acquisitions of goods: When an Italian VAT-registered business purchases goods from another EU country and imports them into Italy, the recipient is responsible for reporting and paying the VAT due on the transaction.

2. Services provided by non-established businesses: When a non-established business provides services to an Italian VAT-registered business, the recipient is responsible for reporting and paying the VAT due on the transaction.

3. Certain domestic transactions: The reverse charge mechanism may also apply to certain domestic transactions, such as the supply of goods subject to excise duty.

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When a supplier established outside of Italy offers services or sells goods with installation to a VAT-registered entity, the domestic reverse charge mechanism is applied. The VAT registration status of the supplier does not affect the application of this mechanism.

 

Italian consignment and call-off stock

Consignment stock refers to the situation where a supplier transfers goods to a customer's warehouse or location, but retains ownership until the goods are consumed or sold by the customer. From a VAT perspective, the transfer of goods to the customer's warehouse is not considered a supply, and therefore, VAT is not immediately due. The customer becomes liable for VAT when they take ownership or control of the goods and use or sell them.

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On the other hand, call-off stock occurs when a supplier transfers goods to a warehouse or location in Italy that is under the control of the customer. The goods remain the property of the supplier until the customer actually takes possession of the goods. For VAT purposes, the transfer to the call-off stock is generally treated as a supply, and the supplier must account for VAT accordingly. When the customer later takes ownership or control of the goods from the call-off stock, it is considered a subsequent internal transfer, and VAT is not due at that point.

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It is important to note that both consignment stock and call-off stock arrangements must comply with the relevant requirements and documentation obligations set forth by the Italian tax authorities. This includes maintaining proper records, such as consignment stock agreements or call-off stock agreements, to demonstrate the legal and tax status of the goods.

 

Italian intrastat/ EC sales list

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Intrastat and ESL returns are merged in Italy.

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Italian Intrastat is a system for collecting statistical data on the trade of goods between Italy and other EU member states.

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The Italian EC Sales List is used for VAT reporting purposes to track sales of goods and services between VAT-registered businesses in Italy and other EU member states.​​

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Threshold:

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If the EUR 50,000 limit is surpassed in any quarter, the business must switch to mandatory monthly filing from the subsequent month.

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When should the Italian Intrastat/ EC sales list be filed?

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It should be filed by the 25th day of the month following the reporting period.